Recruitment Employment and Administration of Locally Engaged by benbenzhou

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									                                                SI BFG 6200




    STANDING INSTRUCTIONS FOR
  THE BRITISH FORCES IN GERMANY
                       PART VI
                     CHAPTER 2
              STANDING INSTRUCTION 6200

  RECRUITMENT, EMPLOYMENT AND
ADMINISTRATION OF LOCALLY ENGAGED
     CIVIL LABOUR IN GERMANY
            SPONSOR: HQ BFG LEC SP SVCS

   “UP TO DATE VERSIONS OF SIs BFG ARE AVAILABLE FOR
     VIEWING ON THE COMMAND INFORMATION PORTAL”




                                                      HQ BFG
                                           RE-ISSUED 1 MAR 12
                                    FOREWORD

Unless the context otherwise requires, this Instruction is applicable to all members
of the Armed Forces and civilians serving in the Federal Republic of Germany (FRG)
and elsewhere in North West Europe (NWE) within the command of HQ BFG and HQ
1 (UK) Armd Div.

                                    CONTENTS

     SUBJECT                                              PARAGRAPHS        PAGE
INTRODUCTION                                              1                 1

Responsibilities                                          4                 1
Layout                                                    8                 2

SECTION 1 - GENERAL INSTRUCTIONS

Sub Section 1 - Authorities for employment
     Authorities                                          1.001             1-1
     Replacement Labour                                   1.002 - 1.003     1-1
     Handover Periods                                     1.004 - 1.006     1-1
     Temporary Change of Duties                           1.007 - 1.008     1-2
     LEC Grading                                          1.009 - 1.010     1-2
     Unit applications for Job Grading                    1.011             1-2
     Individual Grade Review                              1.012             1-3
     Employee Grievance against Grading Board Review      1.013 – 1.016     1-3
     Unit Concern over Grading Board Recommendation       1.017             1-4
     New Contracts                                        1.018             1-4
     New Posts                                            1.019             1-4
     Downgrading of Posts                                 1.020             1-4
     Deletion of DEL/CWG Posts                            1.021-1.022       1-4

Sub Section 2 – Recruitment
     General                                              1.023             1-4
     Vacant Posts/Advertising                             1.024 – 1.0026    1-5
     Status of Employees                                  1.027             1-5
     Spare                                                1.028 – 1.029     1-6
     Free Travel Cost for Potential Employees             1.030 – 1.031     1-6

Sub Section 3 – Documentation
     Requirements for labour                              1.032             1-6
     Engagements                                          1.033             1-6
     Security and Employment Vetting                      1.034             1-6
     Passes                                               1.035 - 1.039     1-6
     Spare                                                1.040             1-7
     Payment Procedures                                   1.041             1-7
     Attendance Records                                   1.042 – 1.043     1-7
     Personal records                                     1.044 - 1.048     1-7


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      SUBJECT                                               PARAGRAPHS       PAGE

Sub Section 4 – Allowances
Functional Allowance                                                        1-8
       Eligibility                                          1.049 - 1.050   1-8
       Submission of Applications                           1.051 - 1.054   1-8
       Stable hand Duties                                   1.055 - 1.056   1-9
       Ambulance Drivers – Aidman Allowance                 1.057           1-9
Performance Allowances                                                      1-9
       General                                              1.058 - 1.061   1-9
       Submission of Applications                           1.062           1-10
       Reviews                                              1.063           1-10
LEC Special Bonus Award (SBA) Scheme                                        1-10
       Aim                                                  1.064           1-10
       Justification                                        1.065           1-10
       Awards for Personal Development and Qualifications   1.066           1-11
       Fairness and Equality                                1.067           1-11
       Value of the Bonus Award                             1.068           1-11
       Recommendation and Approval                          1.069           1-11
       Spare                                                1.070           1-11
Allowance for Difficult Conditions                                          1-12
       Eligibility                                          1.071 - 1.073   1-12
       Allowance for Ammunition Workers                     1.074 – 1.083   1-12
Tool allowance                                                              1-14
       General                                              1.084 - 1.085   1-14
Charge hands and Leading Charge hands                                       1-15
       Guide Scales                                         1.086           1-15
       Grading                                              1.087           1-15

Sub Section 5 - Travel and Day Allowances
     General                                                1.088
     Employment Away From the Regular Place of Work         1.089           1-15
     Refund of Fares                                        1.090           1-16
     Kilometre Allowance                                    1.091           1-16
     Spare                                                  1.092 – 1.094   1-16
     Travelling Time                                        1.095           1-16
     Day Allowance                                          1.096           1-16
     Travel Allowance - Duties of less than 15 kms          1.097           1-16
     Night Supplements                                      1.098           1-17
     Travel Outside FRG                                     1.099           1-17
     Nominations for Courses and Temporary Duty             1.100           1-17
     Outside Duty Station
      Resources                                             1.101           1-17
      Procedure                                             1.102           1-18
     Applications                                           1.103 - 1.105   1-18




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      SUBJECT                                             PARAGRAPHS       PAGE

Sub Section 6 - Jubilee Payments and Certificates of Service               1-19
     General                                              1.106            1-19
     Eligibility                                          1.107 - 1.108    1-19
     Applications                                         1.109            1-20
     Time Frames                                          1.110            1-20
     Presentations                                        1.111            1-20
     Jubilee Payments                                     1.112            1-20
     Spare                                                1.113 – 1.114    1-20

Sub Section 7 – Tasking of BFG Locally Employed Civilians (LEC)
Outside Germany (including to Operational Theatres)
      General                                           1.115 – 1.116      1-20
      DEL                                               1.117              1-20
      Deps                                              1.118              1-24
      Pre-Deployment Briefing                           1.119              1-25
      Conditions of Service                             1.120              1-25

Sub Section 8 – Participation of LEC on Military Exercises and Field
Training in Germany
       Definitions                                         1.121           1-25
       Authority                                           1.122           1-25
      Participation                                        1.123           1-26
      Conditions of Service                                1.124           1-26
       British Territorial Army Training                   1.125           1-27
       Spare                                               1.126           1-27

Sub Section 9 – Welfare
      Protective clothing                                 1.127 - 1.130    1-27
      Claims for Compensation for Damage to Personal      1.131 - 1.134    1-27
Property
      Losses to Personal Property                         1.135            1-28
      Travel on Official Transport                        1.136 - 1.138    1-28
      Rest rooms                                          1.139            1-29
      Provision of Personal Aids for LEC                  1.140            1-29

Sub Section 10 - Losses to Public Funds Caused by Misemployment or
Negligence
       Misemployment                                   1.141 - 1.143       1-30
      Sports/Hazardous Activity                        1.144               1-30
      Inquiries                                        1.145 - 1.149       1-30
      Overpayments                                     1.150               1-31
      Write-off Action                                 1.151 - 1.152       1-32

Sub Section 11 - Health and Safety Matters

      Health and Safety Instructions                      1.153            1-32

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      SUBJECT                                                 PARAGRAPHS           PAGE

Annex A.   Application for Locally Engaged Civil Labour                            1A-1
Annex B.   Attendance Records                                                      1B-1
Annex C.   Application for Courses                                                 1C-1
Annex D.   Application for Performance/Functional Allowance                        1D-1
Annex E    Application for Grant of Severity, Tool, Chargehand Allowance           1E-1
Annex F    Applying for an LEC Special Bonus Award                                 1F-1
           Appendix 1 – Applications for Special Bonus Award                       1F1-1
Annex G    Team Training and Sports Activities                                     1G-1
           Appendix 1 – Activities not considered appropriate for team training    1G1-1
           Appendix 2 – Application for Authority to Conduct a Team Training
           Event                                                                   1G2-1

SECTION 2 - INSTRUCTIONS FOR DEL/CWG

Sub Section 1 – Recruitment
     Work Permits                                             2.001 - 2.002        2-1

Sub Section 2 – Documentation
     Engagements                                              2.003                2-1
     Multiple Contracts                                       2.004 - 2.006        2-1
     Spare                                                    2.007
     Guidelines for Completion                                2.008                2-1
     Distribution of Employment Contract                      2.009                2-3
     Contract Amendments                                      2.010                2-3
     Replacement Labour                                       2.011                2-3
     Employment Contracts Limited by Date                     2.012                2-3
     End of Limited Contract                                  2.013                2-4
     Employment not covered by CTA II                         2.014                2-4
     Temporary Changes of Duty                                2.015 - 2.018        2-4
     Commencement of Work                                     2.019                2-5
     Action before Expiration of Probationary Period          2.020                2-5
     Agreements not covered by Employment Contract            2.021                2-5
     Continued Employment Over 65 years of Age                2.021a               2-5

Sub Section 3 - Terms and Conditions of Employment
      General                                                 2.022                2-5
Hours of work                                                                      2-6
      Regular Weekly Hours of Work                            2.023 - 2.027        2-6
      Extended hours of work                                  2.028                2-6
      Overtime                                                2.029 - 2.031        2-6
Work on Sundays and Public Holidays                                                2-7
      General                                                 2.032 - 2.033        2-7
      Sunday Work                                             2.034 - 2.036        2-7
      Work on German Public Holidays                          2.037 - 2.039        2-7
Leave                                                                              2-8
      Entitlement                                             2.040                2-8
      Leave Carried Forward                                   2.041                2-8


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      SUBJECT                                              PARAGRAPHS        PAGE

       Transfer of Leave                                   2.041a – 2.042    2-8
Withdrawal of driving licence                                                2-9
      Continued Employment                                 2.043             2-9
Sickness                                                                     2-9
      Notification of sickness                             2.044             2-9
      Second Opinion                                       2.045             2-9
Death                                                                        2-9
      Notification                                         2.046             2-9
      Death on Duty Away from Duty Station                 2.047             2-9
      Disposal of Property on Death                        2.048             2-9

Travel to or Through Countries to Which Special Security   2.049 - 2.050     2-9
and/or Intelligence Regulations Apply


Sub Section 4 - Termination of Employment or Alteration of Employment
Conditions
       Termination of Contract                           2.051               2-10
Alterations of Employment Conditions                     2.051a              2-10
       Notice Periods                                    2.052               2-11
       Employment During the Notice Period               2.053               2-11
       Extraordinary Notice of Termination               2.054 - 2.055       2-11
       Involvement of Unit Works Councils                2.056               2-12
       Reasons for Terminating Employment                2.057 - 2.059       2-12
       Severely Handicapped Persons                      2.060               2-13
       Maternity Protection                              2.061 - 2.062       2-13
       Testimonials                                      2.063               2-13

Sub Section 5 – Redundancies
     Obligation to Report Mass Dismissals                  2.064             2-13
     Notification to Land Labour Exchanges                 2.065 - 2.067     2-13

Sub Section 6 – Allowances                                                   2-14
Work on Rotating Shifts                                                      2-14
      Definition                                           2.068             2-14
      Contracts                                            2.069             2-14
      Exclusions                                           2.070             2-14
      Out of Tariff Allowances – Conditions                2.071             2-14

Sub Section 7 - Discipline/Grievances
Warnings                                                                     2-15
      General                                              2.072 - 2.073     2-15
      Procedure                                            2.074 - 2.076     2-16
      Medical Absences                                     2.077             2-16
      Criminal Activity                                    2.077a            2-16
Grievances                                                                   2-16
      Gradings                                             2.078             2-16


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      SUBJECT                                          PARAGRAPHS       PAGE

Sub Section 8 - CWG Matters
CWG Employment
     General                                           2.079            2-16
     Uniform/Working Clothing                          2.080            2-17
     Spare                                             2.081            2-17
     Movement of CWG                                   2.082            2-17
     Spare                                             2.083 – 2.088    2-17

Sub Section 9 – Welfare
Accommodation and Meals – DEL                                           2-17
      Authority                                        2.089            2-17
Canteens                                                                2-17
      General                                          2.090            2-17
      Responsibilities of OC Employing Unit            2.091            2-18
      Canteen Association                              2.092            2-18
      Works Council Involvement                        2.093            2-18

Sub Section 10 - Employee Relations/ Works Councils
     General                                           2.094            2-18
     Definitions                                       2.095            2-18
     Eligibility                                       2.096 - 2.097    2-18
     Elections                                         2.098 - 2.100    2-19
     Travel                                            2.101            2-19
     Accommodation and office equipment                2.102            2-19
     Functions of the Works Council                    2.103            2-19
     Negotiations                                      2.104            2-20
     Time Frames                                       2.105 - 2.106    2-20
     Limitations                                       2.107 - 2.108    2-20
     Works Agreement                                   2.108a           2-21

Annex A. Extraordinary Notice of Termination                            2A-1
       Appendix 1. Alternative Form of Notice                           2A1-1
Annex B. Notification to Works Council                                  2B-1
Annex C. Travel Security – Notice Board Information                     2C-1
Annex D. Notification of Working Hours                                  2D-1
Annex E. Death of an Employee                                           2E-1
Annex F. Canteen facilities                                             2F-1
       Appendix 1. Accommodation Stores for Canteens                    2F1-1
Annex G. Model Charter for Civilian Canteen                             2G-1
       Appendix 1. Articles of Association (Example)                    2G1-1
Annex H. Matters subject to Co-determination                            2H-1
          Appendix 1 – Protocol of Signature                            2H1-1
Annex I.  Matters subject to Co-operation                               2I-1




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      SUBJECT                                                PARAGRAPHS       PAGE

SECTION 3 - SPECIAL INSTRUCTIONS FOR THE EMPLOYMENT OF DEPENDANTS

Sub Section 1 - Scope and General Conditions
     Scope                                                   3.001            3-1
     General Conditions                                      3.002 - 3.006    3-1
     Income Tax                                              3.007            3-2
     Spare                                                   3.008            3-2

Sub Section 2 - Employment of Dependants
     Authority to Employ                                     3.009            3-2
     Spare                                                   3.010            3-2
     LEC Vacancies                                           3.011            3-2

Sub Section 3 - Documentation, Pay and Allowances
     Engagements                                             3.012            3-2
     Dual Employments                                        3.012a           3-2
     Continued Employment over 65 Years of age               3.012b           3-3
     Agreements not covered by Employment Contracts          3.012c           3-3
     Security                                                3.013 - 3.015    3-3
     Probationary Period                                     3.016 - 3.018    3-3
      Probationary Report                                    3.018A           3-4
     Notice                                                  3.019 - 3.020    3-4
     Capability/Disciplinary Policy, Rules and Procedures    3.021            3-5
     Grievances Regarding Gradings                           3.022            3-5
     Grievances Against Terms and Conditions of Service      3.023            3-5
     Complaints of Harassment and Bullying                   3.024            3-5

      Spare                                                  3.025            3-6
      Security Instructions for Certain Foreign Travel and   3.026 - 3.028    3-6
      Contact                                                3.029            3-6
      Termination, Retention and Disposal of Records         3.030            3-6
      Payment Procedure and Responsibilities                 3.031            3-7
      Overpayments                                           3.032            3-7
      Pay Statements                                         3.033            3-8
      Earnings Related National Insurance Contributions      3.034 - 3.037    3-8
      (ERNIC)
      Incremental Pay Dates and Previous Service             3.038 - 3.044    3-9
      Automatic Upgradings                                   3.045            3-11
      Temporary Change of Duty                               3.046            3-12
      Allowances                                             3.047            3-12
      Time-Limits on Claims                                  3.048            3-13
      Certificates of Service                                3.049            3-13
      Gratuities                                             3.050            3-13
      Death Benefit                                          3.051            3-16
      Christmas Bonus                                        3.052 - 3.056    3-17
      Leave Bonus                                            3.057 - 3.061    3-18


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     SUBJECT                                              PARAGRAPHS        PAGE
Sub Section 4 - Terms and Conditions of Service
     Hours of Work                                        3.062             3-19
     Extension of Hours Of Work                           3.063 - 3.066     3-19
     Work on Sundays and Public Holidays                  3.067 - 3.071     3-19
     Military Stand Downs                                 3.072             3-21
     Work At Night                                        3.073             3-21
     Overtime                                             3.074 - 3.075     3-21
     Loss of Work Hours                                   3.076 - 3.077     3-22
     Leave                                                3.078 - 3.079     3-22
      Leave Entitlement                                   3.080             3-22
     Employment Not Covering the Full Leave Year          3.081 - 3.082a    3-23
     Special Paid Leave                                   3.083 - 3.084     3-23
     Education Leave                                      3.085 - 3.087     3-25
     Leave Carried Forward                                3.088             3-26
     Transfer of Leave                                    3.088a            3-26
     Payments in Lieu of Leave                            3.089             3-27
     Unpaid Leave                                         3.090 - 3.092     3-27

       Sickness
      Occupational Sick Leave                             3.093 - 3.096     3-27
      Sickness Benefits                                   3.097 - 3.098     3-29
      Statutory Sick Pay                                  3.099 - 3.105     3-29

      Maternity                                                             3-30
      Time Off for Antenatal Care/Introduction to         3.106             3-30
Parenthood         Courses
      Maternity Leave                                     3.107             3-30
      Ordinary Maternity Leave                            3.108 – 3.111B    3-30
      Additional Maternity Leave                          3.112             3-31
      Annual Leave                                        3.113             3-31

      Statutory Maternity Pay (SMP)                       3.114             3-31
      Statutory Maternity Pay – Rules/Qualification       3.115             3-32
       Stillbirths                                        3.115A            3-33
      Returning to Work/Termination                       3.116             3-33
      Maternity Allowance                                 3.117             3-34

      Notification of Pregnancy                           3.118             3-34
      Returning from Ordinary Maternity Leave             3.119             3-35
      Returning from Additional Maternity Leave           3.120             3-35
      Keeping in Touch (KIT) days                         3.121             3-35
      KIT remuneration outside of the SMP period          3.121A            3-36
      Heath and Safety at Work                            3.122             3-36
      Adoption Leave                                      3.123             3-36
      Statutory Adoption Pay (SAP)                        3.124             3-37
      Parental Leave                                      3.125             3-38
      Ordinary Paternity Leave(OPL)                       3.126             3-40
       Ordinary Statutory Paternity Pay (OSPP)            3.126A            2.40
      Additional Paternity Pay (APL) – births -adoption   3.127             3-41
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      SUBJECT                                                 PARAGRAPHS         PAGE

      Entitlement to Additional Statutory Paternity Pay       3.127A             3-42
      (ASPP)
      Flexible Working                                        3.128 – 3.131      3-42
      Accidents and Injuries                                  3.132 - 3.133      3-44
      Special Instructions for Dependant Nursing Staff        3.134 - 3.136      3-44
       Casual Employment                                      3.137 – 3.137A     3-45

         Bus Escorts/School Crossing Attendants               3.138 - 3.140      3-45

Sub Section 5 - Employment of Juveniles
     Terms and Conditions of Service - Juveniles              3.141 - 3.142      3-45
     Records for Juveniles                                    3.143              3-47
     Medical Examination for Juveniles                        3.144              3-48

Sub Section 6 – Learning Support Assistant Grades
- Service Children Education (BFG)
       General                                                3.145 – 3.147      3-48
       Time Sheets – BFG 24                                   3.148              3.49
       Grading of Posts                                       3.149 – 3.152      3-49
       Multiple Contracts                                     3.153 – 3.154      3-49
       Leave                                                  3.155 – 3.158      3-49
       Unpaid Leave and Unauthorized Absence                  3.159              3-50
       Engagements that fall after the start of the school    3.160 – 3.161      3-50
year
        and up to the end of February
        Engagements on or after 1 March each year             3.162              3.50
        Moving to a new position or school within the         3.163 – 3.164      3.50
academic
        year
       Amendments to Contracted Hours                         3.165              3-50
       Incremental Dates and Previous Service                 3.166 – 3.169      3-51

      Qualifications                                          3.170 – 3.171      3-51
      Annual Bonuses                                          3.172              3-51
       Contracts of Employment                                3.173              3.51
Annex A. Spare                                                                   3A-1

Annex B Self Certified Sick Absence (Dependant Employees                         3B-1
       Appendix 1    Statement of Fitness for Work (Dependant Employee)          3B1-1
       Appendix 2    Special Paid Leave due to Illness of Child (Dependant
       Employees)                                                                3B2-1

Annex C.    Waiver of Claim of Sickness Benefit When in Receipt of Full Pay or 3C-1
            SSP

Annex D.    Requirement for Notification of Pregnancy or Claims for Statutory    3D-1
            Maternity Pay
         Appendix 1. Certificate in Lieu of Mat B1                               3D1-1
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      SUBJECT                                             PARAGRAPHS       PAGE
       Appendix 2.   Notification of Pregnancy                             3D2-1
       Appendix 3    Notification of Adoption                              3D3-1

Annex E. Registration Dependant Nursing Staff                              3E-1
      Appendix 1. Confirmation of Registration Proforma                    3E1-1

Annex F    Flexible Working – Procedures                                   3F1

Annex G    Dependant Employee Probation Report Form                        3G-1

Annex H    Dependant Previous Experience Recognition Application Form      3H-1
Annex I    Pay Reconciliation Notice                                       3I-1
Annex J    GLSU – SCE Employment Factsheet                                 3J-1


SECTION 4 - DEPENDANTS PROGRESS, TRAINING AND DEVELOPMENT
DIRECTIVE

      Introduction                                        4.001 - 4.002    4-1
      Aim                                                 4.003            4-1
      Applicability                                       4.004            4-2
      Responsibilities                                    4.005            4-2

Dependants Progress Reviews (Appraisal System)
     Introduction                                         4.006 - 4.010    4-4
     Evaluation                                           4.011            4-5
     Data Protection                                      4.012            4-5

Annex A.   Standard Job Description for Dependants                         4A-1
Annex B.   Interview Guidance Notes                                        4B-1
Annex C.   BFG Dependants Progress Report                                  4C-1




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         INTENTIONALLY BLANK




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STANDING INSTRUCTIONS FOR THE RECRUITMENT, EMPLOYMENT AND
ADMINISTRATION OF LOCALLY ENGAGED CIVIL LABOUR IN GERMANY

INTRODUCTION

1.     These instructions deal with the recruitment, employment and administration of
Locally Engaged Civilians (LEC) who are employed with the British Forces or its Civilian
Component in the Federal Republic of Germany (FRG). They should be read in
conjunction with Standing Orders British Forces (Germany) 6200 (SO BFG 6200).

2.     LEC comprises Directly Employed Labour (DEL), Civilian Working Groups (CWG)
and Dependants. DEL and CWG are employed under the terms of the Collective Tariff
Agreement (CTA II) and the Federal Personnel Representation Law 1974 (FPRL 74).
Dependants are employed under UK Contract Law and those aspects in UK Law that are
applicable overseas. The entitlement to be employed as a Dependant is defined in the
NATO Status of Forces Agreement (SOFA) article 1 paragraph 1b.

3.     Garrison Labour Support Units (GLSU) are responsible for the day to day
administration of LEC employed under this Order and for liaison with German authorities
and employee representative bodies on employment matters. Employing units and user
Units (Category ‘A’ and ‘B’) are not to approach or deal with German agencies direct on
employment matters, unless the relevant GLSU has been consulted and has advised that
they should do so. All communications and enquiries received by units from German
agencies on employment matters are to be referred to the appropriate GLSU for advice.
Additionally units are not permitted to approach the Unit Works Council or Higher Level
Works Council without the explicit authority of the Head of Agency.

Responsibilities

4.      OC GLSU. OC GLSU are responsible for implementing BFG civil labour policy
within their Agency boundary, transmission of civil labour policy to Category B units and
monitoring its implementation. They provide a HR management service for all Category A
units within their area. They perform annual labour support inspections of all Category ‘A’
and ‘B’ units within their dependency.

5.    Category ‘B’ - Employing Units. Employing Units are follow the direction and
procedures set out in SI BFG 6200. Specifically, they are responsible for:

      a.     The line management and supervision of LEC.

      b.    The administration of LEC, with the exception of tasks which are
      designated as the responsibility of GLSU or User Unit in these Instructions.

      c.     The issue of general instructions for the administration of civil labour
      employed by them. Such instructions are to be produced in consultation with and
      under the legal guidance of the GLSU and may, in certain instances, require the
      Co-operation/Codetermination of the UWC.

      d.     Ensuring that labour is not employed in excess of the trades and grades
      authorised by budget holders.
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      e.     Ensuring that LEC are engaged and terminated in a lawful manner and that
      IR procedures are not infringed.

      f.      Ensuring that an up to date register of non-EC nationals employed is
      maintained showing details and expiry date of works permits. Action is to be taken
      by the Employing Unit in conjunction with the GLSU to have work permits renewed
      prior to expiry.

      g.     Attendance records for DEL employees in units which have been given
      authority for self-administration of pay are to be submitted to the Lohnstelle, Soest
      in accordance with LEC Sp Svcs and local GLSU instructions.

6.     Category ‘A’ - User Units. User Units are responsible for the line management
and supervision of LEC allocated to them in accordance with SI BFG 6200. Specifically,
they are responsible for:

      a.    The maintenance of attendance records and the timely submission of
      completed and certified records to the LEC Pay Bureau and GLSU.

      b.    The immediate reporting of absence and casualties caused by illness or
      accident to the GLSU.

      c.   Reporting matters requiring disciplinary action to the GLSU. Reports are to
      be made without delay, initially by telephone and confirmed in writing.

      d.   Restricting employees' duties to those contracted unless authorised by OC
      GLSU.

      e.   Ensuring that funding has been authorised and agreed for all additional
      expenditure, such as overtime, any allowance or bonus.

      f.    Forwarding queries from individual employees on pay and employment to
      the GLSU for clarification.

7.    Queries arising from these instructions are to be referred to GLSUs for clarification.

8.    Layout:

      a.    Section 1. General instructions for the recruitment, employment and
      administration of LEC.

      b.    Section 2. Special instructions for the employment of Directly Employed
      Labour (DEL) and Civilian Working Groups (CWG). This section contains items
      which are specific to DEL and CWG and are not covered under Section 1.

      c.    Section 3. Special instructions for the employment of Dependant
      employees. This section contains items which are specific to Dependants.

      d.     Section 4. Dependants Progress, Training and Development Directive.


SI BFG                                       2                                    AMDT 18
6200
SECTION 1 – GENERAL INSTRUCTIONS FOR THE RECRUITMENT, EMPLOYMENT
AND ADMINISTRATION OF DEL, CWG AND DEPENDANT EMPLOYEES

                 SUB SECTION 1 - AUTHORITIES FOR EMPLOYMENT

1.001 Authorities. Authorities for the employment of Civil Labour by units in BFG are:

       a.     The civil labour complement approved by Budget Holders.

       b.     Temporary authorities issued by a Budget Holder.

LEC employed by BFG Units for other sponsored organisations or NATO units, e.g. HQ
LANDCENT, is to be employed in accordance with Memoranda of Understanding or
agreements between BFG and the authorities concerned.

1.002 Replacement Labour. Subject to the provisions shown below labour may be
employed as replacement (with fixed term contracts) in the following categories:

       a.    Personnel absent from work under the provisions of the mother protection
       law (Mutterschutzgesetz) or the Parental Leave Law
       (Bundeserziehungsgeldgesetz).

       b.     Personnel absent through sickness (on cessation of payments from BFG).

       c.     Personnel undergoing national service with the Bundeswehr, or national
       service required under legal obligations outside the Federal Republic of Germany.

       d.    Full or Part Time released Works Council members/Severely Handicapped
       Persons trustees.

1.003           Units are to bid for approval to recruit temporary replacement labour to their
Budget Holder. If approved, the Budget Holder is to issue an authority to the GLSU to
employ replacement labour with any caveats he may wish to impose regarding the type of
labour and scope of work etc. On return to work the regular employee is to resume
employment under his/her contracted terms and conditions. If the cessation of the
temporary contract relates to an event and not a definite date, the temporary replacement
is to be notified of the impending return of the regular employee and of the cessation of
the temporary contract. In such cases temporary replacement employees should be
informed as soon as possible but at lease two weeks (14 calendar days) is to be
observed.

1.004 Handover periods. Handover periods, may be granted by Budget Holders for
supervisory, clerical or administrative posts graded C5 (or equivalent) and above and for
personal assistants graded C4a. A maximum of five days is recommended.

1.005 Handover periods should not be required for industrial posts or clerical/
administrative post under direct supervision.

1.006 Outgoing employees are to complete their total leave entitlement prior to the
commencement of the handover period.
SI BFG                                       1-1                                    AMDT 18
6200
1.007 Temporary Changes of Duties. For DEL/CWG see paragraph 2.025. For
Dependant employees see paragraph 3.046.

1.008 Where OCs wish to place an employee into a higher graded post for the purpose of
assessing his ability, this may be effected at the same unit without additional pay for a
maximum period of three months without upgrading. It is most important that the decision
regarding either promotion or return to previous duties is made and actioned before the
end of the period specified above for DEL/CWG as NO action will result in automatic
upgrading. The cooperation of the Unit Works Council is required for DEL/CWG.

1.009 LEC Grading. The Forces are permitted to grade posts in accordance with the
prescribed parameters of CTA II and other relevant regulations. Gradings are based on
the duties allotted to the post and reflected in the individual employee's contract of
employment. LEC complements summarise posts and changes require LEC Grading
Board validation as well as budgetary confirmation that funding is available for any
proposed re-grading.

1.010 The grade for work carried out is decided by the OC GLSU. However. to ensure any
pan BFG issues are taken into account an LEC Grading Board consisting of each OC
GLSU and chaired by LEC Sp Svcs sits monthly The board is empowered to make the
following decisions on evidence submitted:

      a.     Recommend no change to current grade

      b.     Recommend an upgrading or downgrading upon evidence submitted

      c.     Request that a full Worksite Inspection be carried out on the post in
             question. Where this is the case the inspection report is to be staffed in
             accordance with instructions issued by LEC Sp Svcs, HQ BFG

      d.     Where appropriate recommend the issue of an allowance.

      e.     In situations where the Grading Board recommends an upgrading or the
             issue of an allowance it is the Units responsibility to apply to their budget
             holder/manager for funding in accordance with current procedures.

1.011 Unit applications for Job Grading. The Grading Board will require the following
documents in instruction to grade a post.

      a.     The proposed revised job description.

      b.     A list of responsibilities/tasks to be added to and/or deleted from the existing
             contracted job description

      c.     The job Description of the employee’s Line Manager

      d.     A wiring diagram showing Line Manager, his/her Manager and all personnel
             including the post in question, responsible to the Line Manager.



SI BFG                                       1-2                                   AMDT 18
6200
1.012 Individual Grade Review. Any employee is entitled, in accordance CTA II, Article
64, to ask for his/her grade to be reviewed. Upon receipt of such requests OC GLSU is to
determine whether the unit supports the employees’ request. If this is the case action
should be taken in accordance with para 1.011 above. Where this is not the case OC
GLSU will initiate IR procedures with the Unit Works Council or Dependant
Representative, as required. Thereafter OC GLSU will:

      a.     Discuss the case with the Unit Works Council in respect of DEL/CWG or in
      the case of Dependants with the local representative.

      b.    Visit the employee’s worksite in instruction to establish the grounds for the
      request and obtain the views of the individuals unit.

      c.     Grade the post in accordance with CTA II Tariff criteria.

1.012A In situations where it is discovered that the post holder is carrying out work of a
higher grade than that in which the employee is contracted OC GLSU is to advise the unit
accordingly. The unit must then decide whether to submit a case to include Budget
Holders comments to the LEC Grading Board in accordance with 1.011 above or remove
those duties that have been identified as attracting the higher grade.

1.013 Employee Grievance against Grade Review. Where an employee objects to the
results of his/her grade review they may initiate Grade Grievance Procedure. In most
cases this will necessitate in a Grievance Board being convened. However, before a
Grievance Board can sit a full Worksite Inspection and associated report will be required.
Normally the OC GLSU in whose area of responsibility the employee works will carry out
the Worksite Inspection. However, where the outcome of such an inspection may have a
bearing on other similar posts in other Garrisons areas LEC Sp SVCS, HQ BFG may
nominate a neutral officer to conduct the inspection.

1.014 Where a Works Council or Dependant Representative exists, a member may be
present at the worksite inspection if the employee so wishes. If the employee is SHP the
Trustee of SHP may also attend if so requested by the employee.

1.015 The composition of the Grievance Board will comprise of equal numbers (normally
2) of LEC Sp Svcs Officers, and Unit Works Councillor/Trade Union officials or Dependant
Representatives. The employee, the inspecting officer, and a representative of the
employee’s unit will be required as witnesses.

1.016 The Board is to discuss the grievance raised and is to formulate recommendations
to the HOA in writing within five working days after its conclusion. Thereafter the
HOA/Grievance Board Chairman is to take action as follows:

      a.     The Board Reaches a Unanimous Decision. Provided the HOA agrees with
      the decision he or she is to act according to the Boards recommendations informing
      the employee and UWC or DepEC accordingly. Should he or she not agree with
      the recommendations he or she is to forward his or her concerns to ACS LEC Sp
      Svcs who will promulgate the final outcome.


SI BFG                                      1-3                                  AMDT 18
6200
      b.     The Board Fails to Reach a Unanimous Decision but a Majority Decision is
      recorded. The recommendations of each member are to be recorded and
      submitted to the HOA. After due consideration the HOA will make a decision
      informing the employee and UWC or DepEC accordingly. However, should the
      HOA not agree with the majority decision he is to forward his concerns to ACS LEC
      Sp Svcs who will promulgate the final outcome.

      c.     The Board Reaches a Split Decision. The recommendations of each
      member is to be recorded. The Grievance Board Chairman will forward details to
      the ACS LEC Sp Svcs notifying the HOA accordingly. The ACS LEC Sp Svcs will
      thereafter make a decision and promulgate the final outcome.
.
1.017 Unit Concern over Grading Board Recommendation. If after the promulgation
of a Grading Board decision/recommendation a unit wishes to make representation, the
OC GLSU to advise the unit to forward their concerns to the ACS LEC Sp Svcs within 10
working days. ACS LEC Sp Svcs will review the case and respond as appropriate to the
unit direct, with a copy to the OC GLSU.

1.018 New Contracts.        All new contracts of employment, as a result of
handover/takeover are to be reviewed by the OC GLSU to ensure that proposed job
descriptions are commensurate with the trade and grade level and that the Budget
Holders Authority for the post is available.

1.019 New Posts. Upon receipt of a proposed job description in respect of a new post,
OC GLSU in whose area the post is to be situated is to recommend a grade as
appropriate. In instruction to achieve commonality of grading pan BFG, the proposed job
description, recommended grade and any other supporting documentation is thereafter to
be circulated to other members of the LEC Grading Board for comment. If no comment is
received within 5 working days the grade recommendation of the OC GLSU stands.

1.020. Downgrading of Posts. Downgrading may be effected by serving the incumbent
notice of termination of employment and at the same time offering continued employment
in the lower grade. The Co-operation of the Unit Works Council is required for DEL/CWG.

1.021. Deletion of DEL/CWG Posts.        If a post is to be deleted co-operation with the
Unit Works Council at the appropriate level will be required.

1.022. Employees are not to be required to carry out duties, which regularly exceed the job
levels of their posts.

                            SUB SECTION 2 – RECRUITMENT

1.023 General. The recruitment of LEC for Army units (including Catering and Mess
Services Staff) and sponsored organisations is the responsibility of GLSUs, except in the
case of NAAFI This organisation may request the assistance of GLSUs in the recruitment
of staff.




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6200
1.024 Vacant Posts/Advertising. A vacant post is one where someone has left or where
a new post has been created. To avoid allegations of favouritism, internal applicants are
not to be placed directly into such posts by upgrading exercises. All such posts must be
advertised. However, external applicants can be told that an internal applicant exists.
Advertising for LEC Posts is to be actioned by the GLSU. Subject to the exceptions in para
1.025a, all vacant posts are to be advertised as follows:

      a.     The post is to be advertised internally (In house publications, Sixth Sense,
      Station Bulletins, BFBS Forces text etc) for a minimum of 14 days within the
      commuting area. Longer or wider advertising is not precluded if redundancy
      provisions or recruiting difficulties require it.

      b.     The advertisement must state the start date of the post and the closing date
      for applications. Applicants are to be informed within 7 days of the closing date
      whether or not they have been short listed.

      c.   Applicants have no right to be informed why they have not been short listed.
      However, it is good practise to state reasons why in general terms.

      d.      The requirement to notify applicants within 7 days applies equally to
      situations where posts are being withdrawn or re-advertised. In the latter case the
      applicant should be informed if his/her application will automatically be considered
      for any new shortlist.

1.025 GLSUs do not, subject to any legal requirements of Garrison policy on wider
recruiting, have to advertise posts in the following circumstances:

      a.     Where Industrial Relations requirements clearly require a particular individual
      to be offered the post

      b.   Where the post needs to be filled urgently and Unit Works
      Council/Dependant Representative agree

      c.     Where the GLSU considers that vacancies almost always exist

1.026 Where a GLSU wishes to invoke para 1.025 b and c rather than advertise a post
they are to maintain a register and its existence is to be regularly advertised, from which
individuals will be called for interview. Personnel who are included on the register are
entitled to be told how many posts they have been considered for and the reason for
rejection. The inclusion on such a register does not imply any right or precedence for short
listing and applicants should be advised to respond to all advertisements they are
interested in.

1.027 Status of Employees. Definitions of the status of employees appears within SI BF
(G) 6200 and at the beginning of these instructions. When a DEL/CWG employee of any
nationality acquires dependant status by marriage to a member of the Forces or the
Civilian Component, as an exception, he or she is to continue in employment under the
terms of CTA II until the termination, for any reason, of his/her employment relationship.


SI BFG                                      1-5                                  AMDT 18
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1.028- 1.029 Spare

1.030 Free Travel Cost for Potential Employees. When it is necessary for a potential
employee to travel a long distance for an interview the OC GLSU has a legal requirement
to issue a travel warrant (form B Mov 11) for second class rail travel. Alternately the
potential employ may be re-imbursed road travel costs at the current rate in accordance
with CTA II, Appendix R. Costs are to be charged to the recruiting unit’s UIN. Overnight
subsistence is not applicable.

1.031 In certain circumstances and in instruction to avoid the payment of travel costs,
potential candidates are to be made fully aware in writing together with the invitation to
attend an interview, that the costs arising in this context will not be borne by the Forces.”

                           SUB SECTION 3 - DOCUMENTATION

1.032 Requirements for Labour. Requirements for LEC staff to be paid for by Public
Funds are to be made to the GLSU. Requirements are to be in the format at Annex A to
this section or a locally approved substitute proforma in accordance with local procedures
and are to be authorised by the Budget Holder.

1.033 Engagements. GLSUs are responsible for the engagement procedures for LEC of
Category A and B units.

1.034 Security and Employment Vetting. LEC are to be security vetted and records
maintained in accordance with SI BFG 2115. GLSUs are responsible for forwarding the
necessary documentation to HQ 1 MI Bn (Vetting Section) via their local Sy Det. All
potential LEC are to complete the necessary security documentation and, in the case of
DEL/CWG, are to produce a police clearance certificate (polizeiliches Fuehrungszeugnis)
prior to formal engagement. Where a police clearance certificate or an appropriate
proforma indicate unspent convictions, details are to forwarded to LEC Sp Svcs for a
decision regarding the individuals’ suitability for employment.

1.035 Passes. Civil Labour passes are to be issued in accordance with local
Garrison/Station procedures to all civilian employees who are required to work in areas
which have been designated as places into which entry is to be controlled.

1.036 Passes are to be issued in accordance with current security instructions and the
advice of the local Security Section is to be obtained in cases of doubt. Passes are
serially numbered and a register of issues and withdrawals is to be maintained. When an
employee is discharged the User Unit is to withdraw and cancel the pass. Periodic checks
are to be carried out by the OC User Unit of stocks of passes and records of issues and
withdrawals.

1.037 The control and issue of passes is not to be delegated to DEL/CWG employees.
Where difficulty is experienced in providing UK staff for this duty advice is to be obtained
from the local Security Section.

1.038 Photographs, where required, are to be obtained through Service sources. Where
these are not available, reimbursement of the cost is to be made through unit imprest
accounts.
SI BFG                                        1-6                                   AMDT 18
6200
1.039 Ex-employees who fail to return their passes are to be warned in writing that if they
do not surrender the pass recovery action will be taken through the German Civil Police. If
this does not produce results, the matter is to be referred to the relevant Service Liaison
Officer for further action.

1.040 Spare

1.041 Payment procedure. The computation and payment of wages/salaries is carried
out by German Pay Offices (Lohnstellen) for DEL/CWG and for Dependants by the
Central Control Cell (CCC), on the basis of pay information supplied by the LEC Pay
Bureau.

1.042 Attendance records. Attendance records (BFG Forms 24) are to be completed
and certified at unit level by an authorised person (see paragraph 1.148). On completion
two copies of BFG Forms 24 are to be forwarded to the LEC Pay Bureau and one to the
GLSU. Deadlines for receipt of attendance records will be published periodically by the
LEC Pay Bureau, but will normally be three working days after the last Sunday of a month.
 Instructions for the completion of attendance records are at Annex B to this section.
Local arrangements apply for DEL attendance records (except NCMS employees) at
Dulmen, Gutersloh, Herford, Hohne, Paderborn and selected RALSU units.

1.043 It is also admissible for units to use local produced proforma to support the BFG
Form 24. As an example a chargehand or shift supervisor will have the responsibility of
recording individuals daily attendance and passing it to the Line Manager responsible for
signing of the BFG Form 24. Such proforma are to be regularly audited and retained
along with unit copy of the BFG Form 24.

1.044 Personal records. A personal file is to be maintained for each employee by the
GLSU. Personal records are defined as:

      "Personal questionnaires, testimonials, medical reports, grading/classification
      documents and performance assessments, plus applications and written
      statements made by the employee."

Files are to be maintained in accordance with the Data Protection Act. Duplicate files are
not to be maintained other than those appertaining to attendance records and where
appropriate, contact details. Employment records of employees, including details of
annual leave, sickness, special and unpaid leave, absenteeism, trade grade etc., are to be
held on Resource Link by the GLSU in accordance with current legislation detailing the
storage of data on magnetic media.

1.045 Employees must be allowed access to their personal files on request. They may
nominate (in writing) a representative to inspect the contents of the file and the employee
or his representative may make a copy of the contents of the file. Personal files held
centrally by GLSU are to be made available on demand without undue delay.

1.046 Protectively marked material is not to be held on personal files.



SI BFG                                      1-7                                   AMDT 18
6200
1.047 Documents containing items which may be seen as an allegation against the
employee, or any disadvantageous/derogatory statement, may only be included in the
employee's personal file after the employee has been given the opportunity to comment
on the matter. In addition see Section 2 para 2.076.

1.048 Personnel files are to be forwarded to any new GLSU on change of job. They are
to be maintained by the GLSU for two years after the final termination of employment.
Dependant personnel files are to be archived at TNT Archive Services, Swadlincote,
Derbyshire.

               SUB SECTION 4 – ALLOWANCES AND BONUS AWARDS

Functional Allowances

1.049 Eligibility. Eligibility to a Functional Allowance may be viewed under two separate
sections:

      a.      Where an employee, for a limited proportion of his/her working time performs
      work at a higher level than his contracted grade, provided it is on a regular basis,
      he may be compensated by an allowance which represents the difference between
      the pay of his contracted grade and that of the higher grade. He will only receive
      the allowance for those hours during which this higher evaluated function is
      performed.

      b.     The higher graded duties recognised by this allowance may never normally
      exceed 50% of the hours worked, as this would indicate that the job is incorrectly
      graded. However, for CWG employees to retain flexibility of labour it may
      sometimes be necessary to temporarily exceed the 50% limit. Each case will
      require the authority of LEC Sp Svcs, HQ BFG.

      c.      A Functional Allowance may also be considered for an employee who is
      contracted to one trade and grade, yet regularly performs unrelated work at the
      same level for part of his working time. (i.e. An electrician A4/5 who works for part
      of his time as a refrigerator mechanic, A4/5). This recognises diverse skill, even
      though the skills are of equal value. The allowance granted under these
      circumstances would normally be at a lower level than that granted in recognition of
      higher graded duties.

1.050 Functional allowances are not to be written into contracts of employment and the
contracted job description is not to refer to those duties which are compensated by the
allowance.

1.051 Submission of Application. Prior to the additional functions commencing all units
are to apply for authority to pay Functional Allowances by the submission of Annex D to
this section to their Budget Holder via the GLSU.




SI BFG                                     1-8                                   AMDT 18
6200
1.052 The OC GLSU is to carry out an inspection at the worksite and comment
accordingly. He should also confirm that the duties for which the allowance is claimed do
not form part of the employee’s contacted job description and the amount claimed does
not equal, or exceed, the pay for the next higher grade. The Budget Holder is to confirm
financial agreement to the payment of the allowance. All applications for a Functional
Allowance are to be forwarded to LEC Sp Svcs, HQ BFG for approval.

1.053 The allowance is to be for a set period, not exceeding one year and this is to be
notified to the employee in writing by the GLSU. The employee is also to be informed in
writing that if the conditions justifying the allowance cease, the allowance will be
withdrawn. A copy of the notification is to be signed by the employee and held in his
personal file.

1.054 The continuing need for the allowance is to be examined annually to ensure that
the conditions justifying the allowance remain extant. Applications for renewal of
authorities are to be submitted to Budget Holders stating why it is necessary for the
employee to continue to perform the extra function. The authority to extend Functional
Allowances is delegated to GLSU’s. GLSU’s are to examine the justifications for
Functional Allowance during Labour Support Inspections.

1.055 Stablehand Duties. An entitlement to a Functional Allowance for Stablehand
duties may exist where a driver is responsible for cleaning and maintaining vehicles in
addition to his own. Budget Holders may authorise the allowance, observing the
conditions at paras 1.050, 1.053 and 1.054. The recommended scale is as follows:

      a.     2 vehicles including own vehicle = 3%
      b.     3 vehicles including own vehicle = 4%
      c.     4 vehicles including own vehicle = 5%
      d.     5 vehicles including own vehicle = 6%

1.056 The allowance is to be reduced or withdrawn with effect from the date that the
number of additional vehicles decrease, or the duties cease to be required.

1.057 Ambulance Drivers - Aidman Allowance. This allowance is to be paid as a
monthly lump sum and restricted to DEL and CWG Ambulance Drivers, including charge
hands who are employed on ambulance driving duties. All drivers must be qualified and in
possession of a certificate of proficiency, either from the OC Unit or from an approved
source; the German Red Cross etc. Applications are to be supported by a copy of the
certificate of proficiency and are to be submitted in accordance with the procedures at
paras 1.052 to 1,055 above. No worksite inspection is required and the allowance will
remain in issue until the driver is no longer required to carry out the aidman duties.

Performance Allowances

1.058 General. A performance allowance may only be granted for outstanding work
performance of key employees. To qualify, work performance will normally need to be
quantifiable from productive output and the allowance will usually only apply to tradesmen.
 Isolated instances may however occur where semiskilled or unskilled employees, by
virtue of exceptional industry, may be considered for a performance allowance.

SI BFG                                      1-9                                  AMDT 18
6200
1.059 Performance allowances are not to be granted in an amount, which would raise the
gross wage of an employee to a level equal to, or above, the wages of employees of a
higher wage group in the same trade.

1.060 The views of the Works Council may be heard.

1.061 Each recipient of a performance allowance is to be informed in writing that the
allowance is granted for a specific period; no longer than 12 months and of the reasons
for the allowance. The employee is to be given a detailed description of the standard or
quantity of work he/she is required to maintain. He/she is also to be informed that if the
conditions justifying the allowance cease to exist, the allowance will be withdrawn.
Performance allowances are not to be written into employment contracts.

1.062 Submission of Applications. The procedure and method of submission is the
same as that for Functional allowances in paragraphs 1.052 to 1.055.

1.063 Reviews. The continuing need for the allowance is to be examined annually to
ensure that the conditions justifying the allowance remain extant. Applications for the
renewal of authorities are to be submitted to Budget Holders stating why it is necessary for
the employee to continue to perform the extra function. The authority to extend
Performance Allowances is delegated to GLSUs. GLSUs are to examine Functional
Allowance justifications during Labour Support Inspections. Where the circumstances
justifying an allowance continue a new authority is to be issued.

LEC Special Bonus Award (SBA) Scheme

1.064 Aim.      The LEC Special Bonus Award (SBA) scheme is designed to recognise
and reward instances of exceptional performance among the LEC workforce. The
payment of a bonus award is the acknowledgement, by management, of an extremely
well-performed specific assignment or exercise, rather than continuous good performance
by staff throughout the year.

1.065 Justification.         The successful completion of a task, by significantly exceeding
quality, quantity, time, or cost parameters, is the principal criterion for judging whether an
employee (either as an individual, or collectively as part of a team effort) merits a bonus
award. Alternatively or additionally, an award can be justified by determining whether
appreciable value has been gained for the business in relation to output and corporate
image.




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6200
1.066 Awards for Personal Development and Qualifications. An award may be
made in recognition of significant personal development, such as the achievement of a
professional qualification of national standing and which is relevant to the individual’s role
in the Department. The activity should have involved a substantial personal commitment
and additional effort on the part of the individual concerned, e.g. where employees have
attended courses in their own time and at their own expense, and demonstrably enhanced
their value to the MoD. Applications for an award should not be made where the
individual concerned has received a high level of support from the Department towards
the attainment of qualifications, e.g. in terms of the payment of costs and time off to study.
 The recommending officer (normally the employee’s line manager) and the budget holder
must be able to demonstrate that the achievement of the qualification supports the
business in a significant way in delivering its objectives. It is the responsibility of line
managers to determine whether the attainment justifies a bonus award, and to submit a
case accordingly. As a guide, the attainment of an NVQ Level 3 (or its equivalent) or
higher qualification could be considered for an award.

1.067 Fairness and equality.         It is the responsibility of line managers and budget
holders to ensure that recommendations for bonus awards meet the criteria laid down in
this instruction, and that the system works fairly. Managers are reminded that the
Department is committed to equal opportunities; they must therefore ensure that they
avoid discrimination when recommending awards. LEC employees should receive equal
reward (in terms of net pay) for comparable attainments; therefore recommending officers
need to take into account the different tax and social security deductions applicable to
DEL and Dependant pay. As a guide, for similar achievements, the gross amount for a
DEL would have to be twice that of a Dependant employee to ensure that both sets of
employees enjoy approximately the same ‘take home’ award.

1.068 Value of the Bonus Award. Awards must be made on an individual basis, and
the amount recommended by the employee’s line manager, and endorsed by the budget
holder, should reflect the significance attributed to the employee’s achievement, and its
benefit to the Department. Individual awards are to be restricted to a maximum of €1,500
(take home value). Exceptionally, and for the most outstanding cases only, budget
holders may recommend a bonus award which exceeds this amount. Such applications
will require the personal endorsement of the Civil Secretary BFG, as well as the Budget
Holder.

1.069 Recommendation and Approval. Applications for an LEC Special Bonus Award
should be initiated by the employee’s line manager (recommending officer), and must be
endorsed at a level no lower than Col/B2 or equivalent (normally the budget holder).
Commanding Officers of the rank of Lt Col may also endorse applications for bonus
awards, provided they have the necessary budgetary authority. Applications for bonus
awards should be made using the flow chart at Annex F and the application form at
Appendix 1 to Annex F. Recommending officers are not to inform individuals that their
name has been put forward for a Special Bonus Award until the outcome of the
application is known.

1.070    Spare



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6200
Allowances for Difficult Conditions of Work (Severity Allowance)

1.071 Eligibility. Allowances which are payable for particularly difficult conditions of work
are listed in the CTA II, Appendix S. Before an allowance may be paid, units are to obtain
written confirmation from the GLSU that the conditions under which the employee works
justify payment of the allowance. On receipt of confirmation the unit is to obtain financial
authority from the Budget Holder.

1.072 The continuing justification to the allowance is to be confirmed at periodic Labour
Support Inspections.

1.073 The following points are of particular importance in assessing eligibility to severity
allowance:

       a.     Severity allowance is only to be paid for the exceptionally severe or difficult
       conditions specified in CTAII Appendix S.

       b.     Where duties involve more than one difficult condition, the allowances in
       respect of each separate condition may be cumulative. Details are contained in
       CTAII Appendix S. Allowances will normally only be paid for those hours during
       which the employee is subject to the difficult conditions.

       c.      The allowances in respect of climatic influences; persistent heavy rain,
       severe cold, snow, hail etc., will only be payable for those hours during which work
       is carried out in the open under particularly disagreeable, or abnormal, conditions.

       d.     Severity allowances do not apply to Watchmen or Fire fighters.

1.074 Allowance for Ammunition Workers (Danger Allowance). Danger Allowance is
payable for DEL/CWG employees engaged in handling or transporting ammunition or
explosives under the conditions at CTA II, Article 21 and Appendix S.

1.075 In recognition of the potential handling risks involved ammunition is categorised
under three headings:

       a.    Safe Ammunition. The only category of ammunition which may be
       considered "safe" is SAA. Civilian employees engaged in handling or transporting
       SAA exclusively, have no entitlement to any form of danger allowances.

       b.    Dangerous Ammunition. All ammunition other than SAA may be
       considered to bear an inherent explosion risk and is categorised as dangerous.

       c.     Unsafe Ammunition. Ammunition which represents a special risk in
       handling because of some abnormality and requires additional safety precautions in
       handling and transportation.




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1.076 Danger allowances rates for DEL/CWG handling ammunition are to be found at:

      a.      CTA II Appendix S IV (1). All employees directly concerned with the receipt,
      despatch and storage of ammunition, irrespective of category, (other than in cases
      where SAA is handled exclusively). Drivers of vehicles used for transporting
      ammunition irrespective of category, (other than SAA) are to be paid the allowance
      for the period that ammunition is actually carried in the vehicle. No allowance is
      admissible for that part of the detail when ammunition is not part of the vehicle load,
      except where drivers are employed exclusively on ammunition transportation duties
      within an ammunition depot. The following activities also qualify:

              (1)  Ammunition maintenance tasks, such as oiling of packages or
              unboxed ammunition, which do not involve inspection, testing or repair.

              (2)    Unpacking or re-packing of ammunition, where this is carried out in a
              separate building, room or areas separated by a partition wall or traverse
              from the workshop, laboratory or inspection bay in which the process of
              ammunition inspection repair or testing is carried out.
b.    CTA II Appendix S, IV (2). This applies to personnel employed in a Workshop,
Laboratory or an inspection bay, who carry out the following tasks in connection, with
inspection, testing and repair of all munitions, other than SAA:

              (1)   Receipt of the ammunition into the workshop, laboratory or the
              inspection bay.

             (2)   Unpacking the ammunition (except in the circumstances defined in
             sub paragraph c. below).

              (3)   Visual examination of ammunition.

      c.     CTA Appendix S IV (3). This is to apply to all personnel directly engaged in
      the destruction of all types of ammunition by demolition and burning, involving the
      following tasks:
              (1)   Unpacking the ammunition.

              (2)   Preparing the demolition pits.

              (3)   Placing the ammunition on the stack for burning or destruction,

              (4)   Feeding the ammunition into an incinerator.

              (5)   Preparing the demolition

              (6)   Checking the area for evidence of complete destruction.

      d.     Personnel directly engaged in handling or transporting "unsafe" ammunition.
      This rate is to apply to personnel directly engaged on tasks of abnormal risk which
      must be carried out under "one man risk conditions".



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1.077 The conditions justifying the payment of Danger Allowances are to be confirmed in
writing by OC GLSU and payment approved by the Budget Holder prior to work being
carried out.

1.078 Units/Establishments are to maintain a record of the hours worked for which
allowances are claimed. It is to be certified by a Log Sp (Supply) representative and used
to support all allowance claim expenditure. OCs GLSUs are to check these records at
periodic Labour Support Inspections.

1.079 In large installations where employees are engaged on operations which qualify
them for payment of danger allowance a flat rate of allowance may be paid, based on the
average time spent on qualifying tasks during an average working month. The flat rate is
to be fixed by the OC Employing Unit, with advice from the OC GLSU and in consultation
with Unit Works Council.

1.080 Claims for drivers are to show the types of ammunition carried and are to be
verified by a Log Sp (Supply) representative.

1.081 Submission of Application. Prior to the additional functions commencing Employing
Units are to apply for authority to pay an allowance by the submission of Annex E to this
section to their Budget Holder via the GLSU.

1.082 The OC GLSU is to carry out an inspection at the Worksite and recommend
accordingly. If the allowance is validated his findings are to include a recommended level
of allowance. The OC GLSU is authorised to approve the allowance without reference to
HQ BFG.

1.083 The allowance is to be for a set period, not exceeding one year and this is to be
notified to the employee in writing by the GLSU/Employing Unit. The employee is also to
be informed in writing that if the conditions justifying the allowance cease, the allowance
will be withdrawn. A copy of the notification is to be signed by the employee and held in
his personal file. All allowances are to reviewed annually during the course of Labour
Support

Tool Allowance

1.084 General. In trades where it not customary in Germany for an employee to provide
his own tools they are to be provided from Unit resources. Where no provision is made in
Equipment Tables for the items required application is to be made through normal
channels for special authority to hold the tools. Where these avenues of supply prove
fruitless and with prior authority from the Budget Holder, the employee can be asked to
provide his own tools and claim a Tool Allowance.

1.085 Claims for tool allowance are to be referred to the Budget Holder for payment in the
form at Annex E to this Section.




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Chargehands and Leading Chargehands

1.086 Guide Scales. The allocation of Chargehand duties to employees requires the
prior authority of the Budget Holder. For guidance, a case to appoint a chargehand
(allocate chargehand duties) may normally exist where there is a requirement for the
supervision of twelve or more unskilled, semiskilled or skilled employees in one location.
However, where considered technically advisable chargehands may be appointed for
smaller groups of workers. Leading chargehands are to be employed only where it is
appropriate not to establish a foreman. The allocation and withdrawal of chargehand
duties is not subject to UWC co-operation, but the UWC should be informed. Special
provisions in the Appendices to CTA II are to be observed.

1.087 Remuneration and Grading. The allocation of chargehand duties is to be
remunerated by the payment of an allowance of 10% in accordance with CTA II, Article 57.
 For leading chargehands a further allowance of up to 10%, depending on the level and
extent of responsibility, is to be paid in accordance with the protocol note to CTA II, Article
62. The allocation of chargehand duties is not to be written into employment contracts.
Employees concerned who have accepted to perform the additional duties are to be
informed in writing of additional duties, the remuneration and the period during which they
are expected to perform such duties. For the period specified chargehands are to be
graded at least in the wage group of the highest graded employee supervised. If the
chargehand is not qualified, as specified in CTA II Articles 56 and 62, to be graded in the
wage group of the highest paid employee supervised the provisions of CTA 11 Article
57,2.b)(2) are to be applied. The temporary re-grading where necessary, of employees
performing chargehand duties is subject to the co-operation of the UWC. Employment
contract amendments in respect of the re-grading are to specify that the re-grading takes
place in accordance with the provisions of CTA II, Article 57 and are to specify a definite
period.

                 SUB SECTION 5 - TRAVEL AND MEAL ALLOWANCES

1.088 General. In order that employees on official duty travel are afforded the
necessary employee-related insurance cover, line managers are to formally approve all
instances of duty travel prior to the event and ensure that this approval is documented.

1.089 Employment Away From the Regular Place of Work.

       a.     Employees who are required to travel in the course of their duties may claim
       certain allowances and out of pocket expenses. Claims are to be made on BFG
       Form 382 in respect of DEL/CWG and Pay Bureau Form 3 in respect of
       Dependants. Forms are to be completed and distributed in accordance with Pay
       Bureau and Local GLSU Instructions and are to be certified correct by OC’s
       Employing/User Units. Items of expenses that may be claimed are set out in CTA
       II, Appendix R and are applicable to both DEL and Dependants.

       b.     BFG Forms 382 are to be certified correct by a responsible officer in
       accordance with current instructions. The certifying officer is to print his name,
       rank/grade and appointment, or is to use a signature block stamp giving the same
       details.


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1.090 Refund of Fares. Where Service transport is not available, travel will normally be
by rail for which railway warrants (Form B Mov 11) are to be issued. Where LEC are
required to travel on duty by rail it is to be at 2nd class rates. Travel by bus will be
refunded on production of the ticket.

1.091 Kilometre/Mileage Allowance. The nature of the duty journey or detachment, i.e.
the location, the distance involved and the number of employees undertaking the same
duty journey/detachment, will determine the mode of travel; this should always be by the
most economic means available at the time of the detachment. Where Service transport
is not available and where public transport is either not practicable or is more expensive
than the payment of kilometre/mileage allowance, an employee may be requested to use
their private motor vehicle for a duty journey. DEL employees are refunded kilometre
allowance under CTA II Appendix R Part II. Dependant employees are refunded MMA
under Service regulations. OC units are to authorise the use of private motor vehicles only
when it is essential and then prior to the start of the duty journey.

1.092 – 1.094 Spare

1.095 Travelling Time. Travelling time should normally be undertaken during normal
contract hours when the employee will continue to receive his/her regular earnings.
Travelling on Sunday‘s, public holidays and work free days should only be undertaken
where absolutely essential. Employees who are instructed by line management to travel
on a Sunday, public holiday or work free Saturday may receive compensation of up to 4
hours basic pay, provided written line management authority accompanies any travel
claim. Employees who travel outside of their contract hours on a week-day or who choose
to travel on a Sunday, Public Holiday or work free Saturday will not be entitled to
compensation for travelling time. Exceptionally compensation for overtime hours,
night/Sunday/Public Holiday work hours will be paid to individuals employed as Drivers for
those hours worked (i.e. driving duties) which coincide with travelling time. This exception
will also apply to other employees who on line management instruction drive a car during
duty travel and are required to transport person, goods or items on behalf of the unit.

1.096 Day Allowance. CTAII, Appendix R, Part III & IV authorises the payment of the day
allowance for employees who are absent from their normal place of duty, provided that the
absence from duty station is for at least 8 hours per day

1.097 Travel/Subsistence Allowance - Duties of less than 15 kms. Under the terms of
CTA II, Appendix R, an employee may only claim allowances when he travels more than
15 kms from his place of work or from his place of residence.




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1.098 Night Supplement. (CTA II Appendix R Part III paragraph 3 (b)). Where the actual
cost of an overnight stay exceeds the normal Night Allowance a supplementary allowance
is payable, within specified limits. It should be noted that the cost of the breakfast meal is
included in the Day allowance. Before any claims for the Supplementary Night Allowance
are accepted the officer signing BFG Form 382 should satisfy himself that breakfast is not
included in the hotel bill supporting the claim. If breakfast and any associated service
charge is included the amount, these are to be deducted. The hotel bill is to be attached
to BFG Form 382. Should the hotel bill, excluding breakfast, exceed the amount of
allowance plus any authorized supplement, the actual bill is to be reimbursed on
production of a receipted bill and upon the authorizing officer being satisfied that the bill
was necessarily incurred.

1.099 Travel Outside Federal Republic of Germany. The tariff provisions for duty travel
within Germany are also applicable outside the FRG. Where, however, increased
expenses are incurred for travel outside Germany a supplement to the normal day
allowance can be paid by LEC Support Services subject to the submission of receipted
bills. Where receipted bills cannot be produced a lower rate supplement may be paid.
Supplements are subject to a maximum ceiling and the rate payable is dependent upon
the country in which duty travel has been performed.

Nominations for Courses of Instructions.

1.100 If there is a training requirement and it cannot be provided internally by the
employing unit, the Line Manager is to forward the requirement to the LEC Sp Svcs
Training Wing. On receipt of the application the LEC Training Wing will:

       a.     Confirm whether the requirement can be met from the current course
       programme or can be provided as a bespoke one-off training episode using
       Training Wing resources.

       b.   Research and consult with other MOD/BFG training providers and make
       recommendations to the unit if appropriate.

       c.    Assist in finding external training if the employing unit has been unable to
       source a suitable provider.

       d.     Maintain a central record of all training requests, results, and expenditure.

Resources.

1.101 It is BFG’s policy to provide as much of the required training ‘In-theatre’ as possible
in order to minimise absences from the place of work and relieve pressures on training
and travel and subsistence (T&S) budgets. Resources for training are provided by both
MOD Centre, BFG, and by other BFG employing organisations and MOD Agencies.
LECs may apply to attend the same course as UKBC staff of similar grade, including
those courses run in the UK, subject to the Budget Holder’s and Line Manager’s approval.




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      a.      Cost of Training. Should costs arise for training provision these costs must
      be born by the employing organisation’s budget. Exceptionally, however, OC LEC
      Training Wing has delegated authority to authorise training expenditure exclusively
      for BFG units only (less T&S expenditure – see sub para ‘b’ below). All other BFG
      employing units and MOD Agencies (other Land Forces units, SCE, DIO, DE&S,
      ISS(G), et al), require the financial approval of the appropriate Budget Holder.
      Prior to submitting any application for training for which there is a cost, budget
      authority is to be obtained in the first instance. This requires a detailed justification
      in letter form to be submitted to the appropriate Budget Authority. Such requests
      should be submitted at least six weeks prior to the training requirement.

      b.       Associated T&S Costs. Irrespective of the source of training provision all
      T&S costs must be authorised in advance by the employing unit’s Budget Manager.
       The approval of the Budget Manager is required prior to the placement of any LEC
      on training courses, study days, seminars etc, outside the regular duty station or
      when T&S costs are likely to be incurred. In all situations T&S costs are to be
      strictly controlled in accordance with current Departmental guidelines.

Procedure.

1.102 The approval of the Budget Manager is required prior to the placement of any LEC
on training courses, study days, seminars etc, outside the regular duty station or when
T&S costs are likely to be incurred. This approval is especially necessary when an LEC
has been nominated to attend a training course provided by a commercial provider either
in the UK or in the FRG. In all situations T&S costs are to be strictly controlled in
accordance with current Departmental guidelines.

Applications.

1.102. All Training Applications are to be submitted using the form at Annex C to this
Section.

      a.   For Training Courses at the LEC Training Wing. Unit Line Managers are to
      complete in full Part 1 of the application and forward it to the LEC Training Wing.
      The LEC Training Wing will complete Part 2 and return it to the unit for completion
      of T&S requirements at Part 3.

      b.     Upon completion at Part 3 the unit is to forward the application to the local
      GLSU for completion at Part 4. Where funding is required for the training, a copy
      of the Budget Holder/Managers financial approval is to be attached.

      Note: Part 2 is not required in respect of courses not being conducted at the LEC
      Training Wing.




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       c. Part 4 is to be completed in full by the GLSU furnishing the appropriate Budget
       Holder/Manager with the total T&S cost. In addition the GLSU will determine
       whether co-determination procedures are necessary with the local Unit Works
       Council in accordance with Reference C. On completion the GLSU is to forward
       the application to the appropriate Budget Holder/Manager for completion at Part 6.
       Where travel by exceptional means is requested the application is to be forwarded
       to HQ BFG, Log Sp (Tpt & Mov) for completion at Part 5 otherwise this part is to be
       ignored.

       d.    On completion of Part 6 the Budget Manager is to return the form to the
       employing unit in order that the LEC nominee can be informed and the necessary
       administrative details can be organised, such as travel and accommodation
       arrangements or otherwise as the case may be.

1.104. In situations where T&S, co-determination with the Unit Works Council is denied, or
non attendance on a training course for whatever reason, it is a unit responsibility to notify
the appropriate training Authority.

1.105 Prior approval by the Budget Holder is not required for courses undertaken by
works councillors under the Personnel Representation Law 1974 Articles 46(6) and 46(7),
CTA II Article 28(2) (3) and the paid educational leave laws of the Länder. The justification
and costs of such courses are to be examined by OC GLSU and any dubious applications
are to be forwarded to LEC Sp Svcs, HQ BFG.

      SUB SECTION 6 - JUBILEE PAYMENTS AND CERTIFICATES OF SERVICE

1.106 General. It is BFG policy to recognise long service by awarding the following
Certificates of Service, Jubilee Payments and additional leave within 12 months following
the Jubilee date.

       a.     12 years. Certificate of Service and 2 additional days leave.

       b.     25 years. Certificate of Service, €350 and 3 additional days leave.

       c.     30 years. Certificate of Service and 3 additional days leave.

       d.     35 years. Certificate of Service, €700 and 5 additional days leave.

       e.     40 years. Certificate of Service, €850 and 5 additional days leave.

       f.     45 years. Certificate of Service, €1000 and 6 additional days leave.

1.107 Eligibility. Gaps between periods of service do not count as time served for this
purpose and neither does Military, or UKBC service. Service must be as an LEC with BFG
or SCE.

1.108 Periods of eligible service may be added together to achieve the requisite total.




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1.109 Applications. GLSUs are to submit applications for certificates and letters on
behalf of employees in all Cat A and B units to LEC Sp Svcs, HQ BFG. Other
Agencies/Establishments may apply for certificates and letters through GLSUs provided
that the necessary information is supplied within the required time frames.

1.110 Time Frames. GLSUs are required to submit quarterly, by 1 Feb, 1 May, 1 Aug and
1 Nov, nominal rolls of those LEC who will complete the requisite service during the next
quarter, i.e.; beginning 1 May, 1 Aug, 1 Nov and 1 Feb. Completed certificates and letters
will be returned to GLSUs in time for onward transmission to the Employing/User Unit
before the anniversary date.

1.111 Presentation. Certificates and letters of congratulation are to be presented on or
near the anniversary date by a military officer or civilian of equivalent status in
circumstances and with publicity appropriate to the occasion. It would be normal for a unit
CO/OC to present a 12 year certificate and a Garrison Commander or other senior officer
to present higher certificates.

1.112 Jubilee Payments. GLSUs/LEC Pay Bureau are to arrange payment with normal
monthly pay in the month in which the anniversary falls.

1.113 – 1.114 Spare.

    SUB SECTION 7 – TASKING OF BFG LOCALLY EMPLOYED CIVILIANS (LEC)
        OUTSIDE GERMANY (INCLUDING TO OPERATIONAL THEATRES)

General

1.115 LEC in BFG are generally recruited to carry out work associated with the “in
Germany” role of units and not with tasks outside the Host Country. The use of, for
example LEC drivers on regular freight runs in to and out of Germany fits in with this
definition. However, the use of LEC on tasks that start and finish outside Germany does
not. Contractual arrangements, terms and conditions of employment and insurance’s are
set up on this basis and as such the use of LEC outside Germany should be avoided if
possible.

1.116 There is however, no complete ban on the tasking of LEC outside Germany but the
principle to be followed is that LEC should be used where no suitable military or UKBC
person is available. In situations where it is still proposed to use LEC in a role outside
Germany then direction as indicated in the following paragraphs is to be followed. It
should be noted that different policies/risk exist for Directly Engaged Labour (DEL) and
Dependants (Deps)

1.117 DEL.

      a.     Risks.     The following risks exist:




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            (1)        Political. DEL are employed under German Law and the majority
            are German citizens. If the deployment is in support of an operation and/or
            to a country where it politically sensitive to the German Government or public
            opinion then the relationship between BFG and the Host Nation may be
            affected.

            (2)         Financial (Medical) DEL pay into compulsory Health Insurance
            schemes. However, these schemes only cover medical bills for illness and
            accidents not associated with the workplace. If accident occurs at work or on
            the way to or from work, then they are covered and associated bills are paid
            by claims (NWE). The decision on whether an accident is work related or not
            is made by the Germany Health and Safety Agency – Unfallkasse des
            Bundes (UdB). They have stated that each case is treated on its merits but
            that, in the case of accidents abroad, they are likely to rule that even off duty
            accidents will count as being at work. This is because the individual will have
            been sent there by the employer. Additionally, if the accident occurs abroad
            then costs may be higher that those raised by German Hospitals. This is
            especially true in non-EU countries and particularly North America.

            (3)          Financial (Pensions/Compensation). DEL pay into compulsory
            Social Insurance schemes. These Schemes cover, pension (old age and
            disability), unemployment and care (if disabled). If the accident is work
            related then, regardless of any blame or lack of it, the relevant pension or
            care costs are paid by Claims (NWE)

            (4)         Top up Insurance. As mentioned above hospital treatment
            outside Germany may be more expensive than in Germany. In the event that
            the UdB rule that an accident is not to be treated as an accident at work then
            the employee may incur higher medical bills that if he or she were treated in
            Germany. The compulsory Health Insurance schemes will not pay the
            excess. The cover the risk it is necessary to purchase “Top Up” health
            insurance as well as insurance to pay for repatriation if medically indicated.
            (5)         Accident risk.      The risk of accidents is greater in countries
            where Health and Safety standards are not as high as in the EU or North
            America. There are also many countries where individuals are at a greater
            risk of terrorist attack then in Germany.


     b.     Authority/Policy.      There are NATO SOFA and Constitutional restrictions
     on the operational deployment of LEC (especially) DEL/German citizens). In
     instruction to mitigate the political and financial risks to MOD, the following policy
     apples to any tasking of DEL outside Germany:




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         (1)         EU countries.    There are no centralised controls on the tasking
         of DEL to EU countries. However, the Head of Establishment (or an
         appropriate officer not below the rank of Lt Col or C1) is to be satisfied that it
         is necessary to send a DEL: rather than a Military or UKBC. In addition the
         individual is to be reminded to purchase Top Up health and repatriation
         insurance. The cost of such insurance is to be met by the employing budget
         if the employee does not already have such insurance. The employee
         should also carry his/her AOK card (or equivalent) as proof of health and
         accident insurance. Before any deployment the following is to be passed to
         the GLSU

                    (a)    Budget Holder’s Authority.

                    (b) Confirmation that the presence of LEC is essential to the
                    operation/deployment efficiency as annotated by the appropriate
                    officer.

                    (c)   A description of the duties to be undertaken. These should
                    make it clear that the individuals are to be employed only on
                    administrative tasks.

         (2)        Countries outside the EU – but not including operational Theatre.
         Head of establishment who wish to task DEL to countries other than the EU
         (but excluding operational theatres) are to submit case to the Civil Secretary
         BFG via LEC Sp Svcs for each visit stating:

                    (a)     Why it is necessary to send a DEL rather than UKBC or
                    military person.

                    (b)   A description of the duties to be undertaken. These should
                    make is clear that individuals are to be employed only on
                    administrative tasks.

                    (c)    How medical cover is to be obtained, including confirmation
                    that Top Up health and repatriation insurance has been purchased
                    where necessary. The cost of such insurance are to be met by
                    the employing budget if the employee does not already have
                    them.

                    (d)     Confirmation that all inoculation, visa (entry and exit), work
                    permits and political/diplomatic clearance requirements relevant to
                    the country(ies) in question and required by the relevant DCI will
                    be complied with. It should be borne in mind that requirements for
                    German or non-British passport holders might be different to those
                    for British citizens.

                    (e)    Confirmation that German Foreign Ministry and UK Foreign
                    Office Guidance to travellers have been, or will be, taken into
                    account when making travel, accommodation and any R & R
                    arrangements.

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         (3)         Operational Theatres. The risks of an accident or injury in an
         operational theatre are higher than elsewhere and it will not be possible to
         purchase Top Up health insurance. DEL are therefore not to be required to
         deploy to or visit operational theatres, either by the terms of their contract, by
         instruction or by persuasion. Permission to deploy may be given
         exceptionally by GOC BFG but only for bona fide volunteers for an urgent
         normally one off task. Where Heads of Establishment feel that deployment
         is essential then a case may be made via the Civil Secretary, BFG. However,
         submitting a case should not delay the making of alternative arrangements in
         the event that permission is not granted. The case should contain the
         following:

                    (a)    An explanation as to why it is necessary to send a DEL
                    rather than a UKBC or military person. This is to include a
                    comment on why the meeting/work cannot be carried out in a non-
                    operational environment near or binstructioning the theatre of
                    operations.

                    (b)     Confirmation that BFLO(G) advice has been obtained to the
                    effect that there are likely to be political objections to the use of
                    German employees in the proposed role and theatre.

                    (c)    Confirmation, where appropriate, that the Operational
                    Command authority (usually Permanent Joint Headquarters
                    (PJHQ)) has requested that the work be undertaken and that the
                    individual can legally be regarded as a member of the British
                    Forces under any extant Status of Forces Agreement (SOFA). In
                    such cases the Operational Command will be asked to take
                    responsibility for the financial risk. Where the individual is
                    deployed in pursuit of BFG or departmental objectives rather that
                    those of the operation - and SOFA status cannot be granted – it
                    should be confirmed that there are no objections by the
                    Operational Command Authority to the deployment of the
                    individual.

                    (d)    Confirmation that all inoculation, visa (entry and exit), work
                    permit and political/diplomatic clearance requirements relevant to
                    the country(ies) in question and required by the relevant DCI or
                    mounting instruction will be complied with. It should be borne in
                    mind that requirements for German or non-British passport
                    holders might be different to those of British citizens.




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                       (e)    Confirmation that the individual will be subject to the same
                       risk reduction measures (training, equipment and inoculation
                       advice) as UKBC. Details of the UKBC requirement can be
                       obtained from BFG CivSec (PM). The requirement is likely to
                       distinguish between visits – where the individual is always fully
                       escorted – and deployments – where the individual is allowed to
                       be counted as part of a group permitted by Theatre SOPs to
                       escort itself.
                       (f)    Confirmation that the individual is a genuine volunteer and
                       no pressure has been brought on him or her to deploy.

                       (g)    Confirmation that the individual has agreed to abide by all
                       regulations in Theatre that restrict or control on and off duty
                       conduct by UKBC.

     c.      DEL Liability to Criminal or Civil Prosecution. DEL/CWG are not subject to
     military law and therefore any investigation into criminal activity can only be carried
     out by local civilian police. This may well prove impossible once the employee has
     returned to Germany and the only disciplinary action possible will be dismissal.
     This may not be sufficient to deter serious fraud. Therefore, if it intended to give
     DEL any financial authority overseas then the Civil Secretary BFG will require
     assurance that MOD requirements or guidelines on fraud prevention are still
     satisfied.

1.118 Deps

     a.    Policy.     The tasking of Deps outside Germany is also to be by exception
     even though the complexities are less that that for DEL. Tasking of Deps may only
     occur as follows:

                       (1) EU Nationals.      Before a Dep is deployed outside
                       Germany, the Head of Establishment (or an appropriate officer not
                       below the rank of Lt Col or C1) must satisfy himself/herself that
                       the tasking is necessary and that it cannot be undertaken by a
                       UKBC or military person. Subject to such assurance, Deps who
                       are EU Nationals may deploy to any EU country subject to the
                       same documentation, briefings and training as would apply to a
                       UKBC and/or as described in para 1.117b(2)(d) above. Such
                       Deps are also to be reminded to carry form E111 (or equivalent).

                       (2) Non-EU Nationals and any deployment to a non-EU country.
                       Where it is intended to task a non-EU National Dep or to deploy
                       any Dep to a non-EU country then clearance by the Civil Secretary
                       via LEC Sp Svcs will be required. Clearance requests for non-
                       operational areas should be in line with para 1.117b(2). For
                       operational theatres they should be in line with para 1.117b(3).




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                         (3) Sick Pay.    Occupational Sick Pay (OSP) for Deps normally
                         ceases after 10 weeks. However, in the event of an accident or
                         injury during Operational Theatre deployment then, other that in
                         cases of gross negligence, OSP provisions may be extended up to
                         the time and percentage limits that would apply to UKBC.

1.119 Pre-Deployment Briefing. Before leaving for the task, all LEC are to receive
training in accordance with any Pre-Deployment Training (PDT) policy issued by their
Chain of Command (e.g. J3, 1 (UK) Armd Div or J3, BFG) Personnel are also to be briefed
as follows:

      a.     The terms of any private health or insurance policies should be checked as
      these may be invalidated by deployment. Compensation by BFG for invalidated
      policies is not available.

      b.    Any medivac from outside Germany may require transit through a UK
      Hospital until repatriation to Germany can be arranged. No guarantees can be
      made about how quickly this can be arranged.

      c.    In both Germany and the UK, victims of crime can sometimes receive
      compensation from the State (Criminal Injuries Compensation). Such
      compensation may not be available in many countries, compensation in lieu by
      BFG is not available.

      d.    Individuals are to be made aware that if they fail to return to Germany on the
      transport provided then they may be considered absent from work and may also be
      considered in illegal immigrant by the country concerned.

1.120 Conditions of Service. In addition, prior to any Pre-Deployment Briefing, LEC
are to advise on the conditions of service whilst deployed outside of Germany. Full details
are available from the GLSU.

  SUB SECTION 8 - PARTICIPATION OF LEC ON MILITARY EXERCISES AND FIELD
                           TRAINING IN GERMANY

1.121 Definitions.

      a.     Military Exercise with an official title.

      b.     Field training involving one or more units where the force is involved in
      tactical or operation training and involves living under declared field conditions
      outside the employment location.

1.122 Authority. In all cases where units are considering deploying LEC on exercises
and field training in Germany requires the authority of OC GLSU. Applications are to be
sent to the OC GLSU and must contain:

      a.    Budget Holder’s Authority.



SI BFG                                        1-25                                 AMDT 18
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      b.   Confirmation that the presence of LEC is essential to the
      operation/deployment efficiency as annotated by the appropriate officer.

      c.     A description of the duties to be undertaken. These should make it clear that
      the individuals are to be employed only on administrative tasks.

1.123 Participation. Participation in military exercises and field training in Germany may
only involve those employees whose working conditions include such tasks or volunteers.

1.124 Conditions of Service.

      a.      Discipline. LEC accompanying units on exercises are not subject to
      military discipline. They should however, obey lawful instructions necessary to carry
      out tasks, which are within their contracted duties. Contravention of contracted
      duties or breaches of good instruction are to be dealt with in the same manner as if
      they had occurred under normal working conditions.

      b.     Rations.     For the period during which they are employed with units on
      exercise or on Operations, units are to draw Scale 1 rations for consumption by
      LEC free of charge.

      c.     Clothing.     The under mentioned articles may be issued on loan:

             (1)     1 suit combat.

             (2)     1 pair boots.

             (3)     1 bag sleeping combat.

             (4)     1 Sleeping mat.

             (5)     Suitable protective clothing.

      d.    Accommodation.       Employing/User units are to ensure that the
      accommodation provided on the exercise or field training is the equivalent to that
      made for military personnel or UKBC whichever is the greater.

      e.     Medical.     Prior to an exercise or field training in Germany arrangements
      are to be made with the German civil hospital nearest to the training area of the
      reception of sick DEL employees. Military ambulances may be used to transport
      such employees.

      f.     Pay and Allowances. Pay and allowances are in accordance with the
      provisions of the CTA II and Sections 1, 2 and 3 of this SI BFG for DEL, CWG and
      Deps.

      g.    Working time. The provisions of the Federal Law on Working Time are to be
      observed. The essential elements are:

             (1)      Drivers and Convoy Leaders shall not exceed 8 hours per day actual
             driving. A rest period of ½ hour is to be given after 4 hours continuous driving.
SI BFG                                       1-26                                     AMDT 18
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              (2)    For all employees the work performed may be extended to a maximum
              average of 12 hours per day, including standby time and breaks.

      h.      Recording of working time. Working time does not include mandatory breaks,
      or times during which the employee is stood down. Standby time is however,
       working time and covers waiting time at the workplace and being available at a
       nominated location on call. For all LEC the Pay Bureau is to be notified by means
       of a BFG Form 24 that employees’, working time has been set to 12 hours per day
       for the duration of the exercise.

1.125 British Territorial Army Training. Any employee who is a member of the British
      Territorial Army will be entitled to a maximum of 14 days during a calendar year
      unpaid time off to attend training. However, during this period all social
      contributions will be paid by the employer.

1.126 Spare

                               SUB SECTION 9 - WELFARE

1.127 Protective Clothing. The employer is to provide protective clothing for LEC as
required to conform with German and UK Health and Safety regulations. Indents are to be
submitted in accordance with Material Regulations for the Army, through normal channels,
annotated "FOR USE BY LEC."

1.128 All stocks of protective clothing and equipment are to be held on unit charge and
loaned to employees against signature.

1.129 Laundering and cleaning of Protective clothing is to be carried out under Service
arrangements. Authority is not to be given for laundry or cleaning allowances to be issued
to individual employees, nor are units to accept liability for the upkeep at public expense of
any clothing not provided from official sources.

1.130 The provision of safety clothing is the responsibility of the Employing/User Unit.
The Safety Committee and the UWC may recommend what safety clothing should be
used and issued, the detail of which is a matter for co-operation, in the case of DEL/CWG
with the UWC. This does not apply to safety equipment which is provided in accordance
with legal provisions.

1.131 Claims for Compensation for Damage to Personal Property. Claims arising
from employees in respect of damage to their personal property in the course of their
employment, which after investigation are established to be the result of negligence by the
MOD are to be forwarded to the GLSU, together with a certified statement of how the
damage was caused. The Employing/User Unit is to obtain a certificate from the claimant
to the effect that no
claim has been, or in the event of payment of compensation by the MOD, will be made to
any other agency.




SI BFG                                      1-27                                   AMDT 18
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1.132 GLSU is to check:

      a.     If any Health and Safety or factory regulation had been contravened and, if
      so, by whom.

      b.    Whether the unit had failed to issue any necessary instructions for the safety
      of employees.

      c.     If possible, the accuracy of the value of the claim.

      d.     Whether a physical injury was sustained as a result.

After checking the claim the OC GLSU is to forward it with any necessary comments and
recommendations to Area Claims Officer North West Europe, JHQ, BFPO 140.

1.133 The above procedure applies only to personal property damage claims and NOT to
claims for accident insurance benefits which are dealt with through Lohnstellen for
DEL/CWG and for Dependants, the Department of Social Security, Newcastle. Claims
for general damages by DEL/CWG; which under German law can only succeed if the
employee establishes in court that an accident was deliberately caused by the employer,
are to be referred to the Lohnstelle, Soest through GLSUs.

1.134 Claims which are not submitted within three months of the incident giving rise to the
loss or damage will be rejected unless there are exceptional or extenuating
circumstances.

1.135 Losses to Personal Property. The safe custody of all personal property is
primarily the responsibility of the owner. Where lockable facilities are provided by the
employer, they must be used by the employee. This is to be made known through unit
instructions.

1.136 Travel on Official Transport on Repayment. Employees may use existing military
bus facilities to travel between their home and place of work under the following
conditions:

      a.     The Service bus facility must already exist for military purposes. Special
      provision of vehicles for civilian employees is not permitted.

      b.     The use of official transport will be on a fill up basis only.

      c.     Employees are to apply, through their Employing/User Unit, to the Transport
      Unit concerned for authority to use the bus facility.

      d.     The military bus route will not be altered for the benefit of civilian employees.

1.137 A weekly charge will be made, at rates to be established by HQ BFG.

1.138 The GLSU is to arrange deductions from pay. Rebates will only be made for whole
weeks in which the transport is not used.


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1.139 Rest Rooms. In accordance with good employer practice and the German Trade
Code (Gewerbeordnung) units are, where appropriate, to provide suitable rest room
accommodation for their LEC. The establishing of rest rooms does not attract an
entitlement to additional accommodation stores or other additional expenditure. Such
rooms are not required to be registered as encroachments.

1.140 Provision of Personal Aids for LEC. The provision of working aids, furniture etc.,
is good employer practice and helps to reduce sick absence. More significantly, in the
long term it also serves to combat instances of job connected illness among DEL/CWG,
for which any pensions are paid by the Forces. These rules do not apply to the provision
of spectacles, specially made orthopaedic footwear or surgical aids.

      a.     Severely Handicapped Persons (SHPs). The preconditions for granting
      personal aids for Severely Handicapped Employees by the Hauptfürsorgestelle
      (HFS) Integrationsämter or Fürsorgestelle respectively are laid down in SGB IX.
      Irrespective of these legal provisions, Art 14 (3) SHP Law shall apply, according to
      which the employer has the prime responsibility for the provision of suitable
      equipment for such workplaces. The employer has special responsibilities for
      registered SHP of employees of equal status. Financial cover for the provision of
      prescribed work aids of furniture lies primarily with the employer with a possible
      contribution from the HFS. If no funds are available from the budget holder, the
      GLSU is to apply to the HFS to provide or fund any prescribed aids or furniture for
      SHPs.

      b.     DEL/CWG who are not registered SHP. The guidelines set out below are
      to be followed in the processing of applications for working aids for those
      employees who have an established medical requirement. Consideration should
      always be given to the provision of equipment by German authorities or insurance
      carriers before committing British funds.

             (1)    Application to the German Authorities. Where a specialist in
             industrial medicine or a doctor specialized in orthopaedic medicine
             prescribes the use of orthopaedic aids or furniture, the individual is to submit
             an application with the medical certificate through the Employing/User unit to
             the GLSU. The GLSU (assisted by LEC Sp Svcs) will establish whether or
             not such items can be funded or supplied by German Health Insurance
             Organisations or Pension Boards. If the required item can be funded by any
             of the organisations above, the employee is to be invited to apply to the
             particular organisation concerned.

             (2)   Provision and Accounting. If equipment is provided in whole or part
             by any German organisation, it is for the exclusive use of the employee
             concerned. It is the employee's responsibility to dispose of the item in
             accordance with the providing organisation's instructions.




SI BFG                                     1-29                                   AMDT 18
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             (3)    Provision from British Sources. If the GLSU is unable to obtain the
             necessary equipment from German Sources, Budget Holders may consider
             funding such items. However it should be noted that there is no legal
             requirement to do so. When equipment, prescribed by a specialist in
             industrial medicine or a doctor specialised in orthopaedic medicine, is
             obtained it is to be provisioned and controlled by Employing/User Units.

      c. For Dependants. The provision of working aids for Dependant Employees is
          through Service or locally purchased sources and is funded by Budget Holders.
          Dependants should apply through their Employing/User Unit. All applications are to
          be supported by a recent doctor's certificate and demanded through Service
          sources, where available. Where items are not available through Service sources,
          User units are to refer the matter to the GLSU. GLSUs are to investigate provision of
          the equipment in conjunction with LEC Sp Svcs where required. Provisioning and
          control are as at sub paragraph 1.140b(3).

  SUB SECTION 10 - LOSSES TO PUBLIC FUNDS CAUSED BY MISEMPLOYMENT
                            OR NEGLIGENCE

1.141 Misemployment. Misemployment is the performance of work by LEC on duties
other than those within the trade and grade authorised by a Budget Holder, or on work for
which no post has been authorised. Outline duties may be found in an employee's
contracted job description and Unit commanders may obtain advice on the scope of duties
permitted for a post from the OC GLSU.

1.142 To assist in the prevention of misemployment OCs GLSUs are empowered to carry
out spot checks of all types of labour. They are to be afforded all necessary facilities for
this purpose.

1.143 Misemployment is most frequently revealed where an employee requests a
worksite inspection of his post, or lays a plaint before a Labour Court alleging he has been
incorrectly graded. If either case is proved, the employee will be entitled to back payment
for the period of his misemployment. In such cases the resultant worksite report or court
verdict is to be forwarded through LEC Sp Svcs channels to the Budget Holder for
consideration of further action under paragraph 1.145.

1.144 Team Training and Sports Activities. Team Training can make an important
contribution to the effectiveness of organisations. For this reason, such activities can be a
valuable use of time and resources and are not discouraged providing they fall within the
scope of regulations and the rules on regularity and propriety. Details as to what
constitutes team training and the procedures to be followed are contained at Annex G to
this Section.


1.145 Inquiries. Where there is evidence indicating misemployment, through deliberate
action or gross negligence which has caused a loss to public funds then the case is to be
brought to the attention of the Budget Holders by the OC GLSU through LEC Sp Svcs
channels. The Budget Holder is to notify the appropriate Garrison HQ without delay in
instruction that an inquiry may be convened as required by QRs/AGAIs.


SI BFG                                      1-30                                    AMDT 18
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1.146 If an Inquiry determines that a loss to public funds has occurred which has been
caused by a wrongful act or gross negligence, an instruction may be made for the person
responsible, if subject to military law, to pay a sum in compensation. Alternatively, a
charge may be preferred and disciplinary action taken against the person or persons
concerned.

1.147 Matters which could be subject to an Inquiry include losses to public funds caused
by:

       a.     Allowing employees to work unauthorised overtime.

       b.     Payment of unjustified claims.

       c.     Payment of unjustified allowances.

       d.     Employment of non-essential staff on duties attracting supplements.

       e.      Grossly negligent management of industrial relations procedures resulting in
       fruitless payments or unnecessary court cases.

       f.     Grossly negligent supervision of LEC attendance and attendance records.

The list is not exhaustive.

1.148 OCs Employing Units are to ensure that where possible all documents concerning
the pay and grading of LEC are signed by a military officer, UKBC or LEC of officer status
(C7). Where this is impracticable and with prior authority of the OC, a Warrant Officer or
SNCO, or a UKBC not below the grade of Band E1 may be appointed to certify pay
related documents. LEC below the grade of C7 may exceptionally be authorised to certify
BFG 24 (Attendance Record) ONLY. The delegation of authority is to be given in writing
and signed personally by the OC/Head of Establishment acknowledges his/her liability for
any losses arising from the delegation. A copy of the authority is to be forwarded to the
appropriate GLSU and retained by them.

1.149 Where a LEC is authorised to certify pay related documents the OC, or an officer
appointed by him, is to check the pay accounting procedure, without warning and at
irregular intervals of no more than three months. A written record of the checks is to be
maintained and documents checked are to be countersigned.

1.150 Overpayments. The procedures to be adopted in preventing, reporting and
investigating losses to public funds due to accidental or payroll system generated
overpayments to LEC are as follows:

       a.    Notification of Absence. OCs of Cat A and B units are to report all cases of
       unexplained absence to GLSU immediately. OCs GLSU are to decide whether an
       overpayment is likely to result and, if so, report the matter to the Pay Bureau.

       b.   Where overpayments are discovered by Units the matter is to be
       immediately reported to the GLSU.


SI BFG                                     1-31                                  AMDT 18
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       c.    Investigation of Overpayments. The procedure for the investigation and
       recovery of overpayments is contained in JSP 462.

1.151 Write-off Action. Where recovery of an overpayment proves fruitless and further
efforts are considered either unlikely to succeed or no longer cost effective, the case is to
be passed to the appropriate Budget Holder for write-off action.

1.152 Nothing contained in this instruction relieves commanders of their responsibility to
prevent losses of public funds and to report any cases where a deliberate act or
negligence is suspected to have lead to a loss.

                   SUB SECTION 11 - HEALTH AND SAFETY MATTERS

Full details and instructions in respect of Health and safety for LEC are contained within the
BFG SHEF Manual issued under SO BFG 4400 which is to be complied with by all Cos and
Heads of Establishment and other relevant persons having managerial responsibility for LEC.




SI BFG                                       1-32                                    AMDT 18
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                                                                                                                          ANNEX A TO
                                                                                                                           SECTION 1

                                                   BAG Form 349 (Rev Feb 95)

                            APPLICATION FOR LOCALLY ENGAGED CIVIL LABOUR

FROM:                 (Unit details)                                UIN: .....................

................................................                    BUDGET CODE: .............

................................................                    EMPLOYING OFFICER:

BFPO ...................................                            ...........................................................

                                                                    TEL NO: ...........................................

MANPOWER CATEGORY: DEL/CWG/DEP                                      JOB TITLE: .......................................

TRADE: .............................................                GRADE: ............................................

HOURS PER WEEK: ........................                            START DATE: ..................................

DURATION OF CONTRACT: Until ................................................ /Indefinite

REPLACEMENT FOR: .................................................................................... (Name)

SECURITY VETTING CATEGORY: ............................................................................
BUDGET HOLDER/MANAGER COMMENTS:




Approved/Not Approved

                  Signature of Budget Holder/Manager                ...................................................

                  Name & Rank                                       ...................................................

                  Appointment                                       ...................................................

        Date                                                        ...................................................
GLSU USE:




SI BFG                                                       1A-1                                                          AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          1A-2           AMDT 18
6200
                                                                               ANNEX B TO
                                                                                SECTION 1

              DOCUMENTATION PROCEDURES FOR THE BFG FORM 24
                          ATTENDANCE RECORD

1.     General. The BFG Form 24 Attendance Record and supporting documents
provide attendance data to effect the payment of LEC salary/wages by the last working
day of a month. All attendance documentation is to be forwarded by unit line
management for processing to the LEC Pay Bureau (excluding DEL employees with the
exception of NCMS employees at Dulmen, Gutersloh, Herford, Hohne, Paderborn and
selected RALSU units). and/or GLSU as detailed below. Prompt, accurate and full input is
required from units to maintain an efficient service and to minimise the risk of
overpayment and financial losses. This Annex provides units with instructions on the
completion and submission of DEL/CWG attendance information. The English version of
the BFG Form 24 should be used for all dependant employees. However, it should be
noted that these instructions apply equally to those completing attendance records for
dependants.

2.    Procedures. Employing/User Units will receive attendance record sheets for each
employee by the last day of the preceding month. The form will be pre-printed with fixed
personal and employment details. The field of the BFG Form 24 headed Art der
Vergütung is for Pay Bureau excluding DEL employees with the exception of NCMS
employees at Dulmen, Gutersloh, Herford, Hohne, Paderborn and selected RALSU units
use only and is to be left blank by units.

3.     Units are to record all occurrences which take place up to and including the last
Sunday of the month under the field headed Laufender Monat. Any residual information
relating to the remaining days of the month are to be entered on the next month's BFG
Form 24 under the section headed Nachtragsfeld des Vormonats. Units are responsible
for completing and certifying the fields of the form as follows:

       a.      Time Recording. Attendance records for those employees who work
       overtime, shift hours, night duties, Sunday and public holiday work, less than the
       normal daily hours or whose daily hours are subject to variation are to be accurately
       maintained by supervisors to show the time of arrival and departure to the nearest
       five minutes. In such cases the employee is to sign each entry in the Last column
       on the right had side of the BFG 24. Where an employee has not signed each
       entry it will result in BFG Form’s 24 being returned to the unit.

       b.    Time recording is not required for those employees who work regular hours.

       c.   Occurrences. The following occurrences are to be entered in the
       Vormittags Beginn column using the abbreviations listed:




SI BFG                                     1B-1                                  AMDT 18
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       Full Description                              Abbreviation   Comment

       Unauthorised Absence – unpaid                      UA
       Cure Leave                                         CL        DEL only
       Child Rearing Leave                                CR        DEL only
       Educational Leave                                  EL
       Dismissed                                          D
       Public Holiday                                     PH
       First day of a period of notice                    K
       Annual Leave                                       L
       Each day spent of manoeuvres                       M
       Under notice – not required to work                N
       Rest day                                           RD
       Sick Self Certified                                SSC       Dep only
       Sick Doctors Certificate                           SDC
       Sick certificate not provided by individual        SUC
       Special Leave (including illness of child)         SL        Insert Name of
                                                                    Child
       Unpaid Leave (child)                               ULC       DEL only
       Ordinary Maternity Leave                           OML
       Additional Maternity Leave                         AML
       Parental Leave (treat as unpaid leave)             UL        Dep Only
       Paternity Leave                                    PL        Dep Only
       Pflegezeit                                         PZG       DEL Only
       Training Course                                    TC
       Time off In Lieu                                   TOIL
       No Time off In Lieu                                No TOIL
       Unpaid Leave                                       UL
       Keeping in Touch (Maternity/adoption leave only)   KIT       Dep only
       LSA2 TO LSA 3 Cover Supervision                    COV3      SCE Dep
                                                                    only




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       Note 1.       Special leave should also be used to report special leave granted to
                     Dependants for caring for a sick child and for DEL who are granted
                     special leave by the GLSU when Krankenkasse payments are not in
                     issue.

       Note 2.       Unpaid leave should also be used to report parental leave granted to
                     a Dependant employee.

       Note 3        Units are to show the Sunday or Public Holiday for which time off was
                     granted.

       d.    Irregular Occurrences. Items not covered by paragraph 3c and
       explanatory notes are to be entered in the field headed Bemerkungen.

4.     Supporting Documentation. Employing and User Units are to forward all
documentation, with the exception of sickness certificates, in support of occurrences
which affect an individual's attendance to GLSUs without delay (e.g.: leave passes,
confirmation of pregnancy, letters of resignation, authorities for allowances etc.).

5.      Forecast Hours of Work. Copies of standby schedules, shift plans and
notification of the regular hours of work are to be forwarded to the Pay Bureau (excluding
DEL employees at Dulmen ) for pay calculation purposes.

6.    Sickness Reporting. Sickness Certificates are to be forwarded direct to the LEC
Pay Bureau (excluding DEL employees at Dulmen, Gutersloh, Herford and Paderborn) HQ
BFG. When employees return from a period of sickness the unit is to inform the GLSU by
phone who, in turn, are to notify the LEC Pay Bureau.

7.      Leave. Paid leave is to be controlled by all Units in accordance with Standing
Instruction SI BFG 6200 Section 2 for DEL/CWG and Section 3 for Dependants. GLSUs
will periodically notify units of outstanding leave entitlements calculated from information
submitted on attendance records.

8.     Dismissals/Terminations. The attendance record of an employee who is
dismissed or terminates employment is to be forwarded to the Pay Bureau (excluding DEL
employees at Dulmen, Gutersloh, Herford and Paderborn) and GLSU on the working day
following the day of dismissal/termination at the latest. If the employee is dismissed or
terminates in circumstances which could cause an overpayment, the unit is to inform the
Pay Bureau or GLSU immediately by telephone or fax.

9.    Travel Expense Sheets. Claims are to be checked by the unit against attendance
records prior to submission to the Pay Bureau(excluding DEL employees at Dulmen,
Gutersloh, Herford and Paderborn); BFG Form 382 for DEL/CWG, Pay Bureau Form 03
for Dependants. The existence of a claim in a particular month is to be signified by the
annotation RK in the Bemerkungen box of the BFG Form 24.

10.    Signatures. Entries on the BFG Form 24 are to be certified correct by a
responsible officer in accordance with current instructions. The attention of OCs is drawn
to Standing Instruction SI BFG 6200 Section 1, para 147: Losses to Public Funds Caused
by Misemployment or Negligence.

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11.    Submission of Attendance Records. Units are to dispatch attendance records to
reach the Pay Bureau (excluding DEL employees at Dulmen, , Gutersloh, Herford and
Paderborn) and GLSUs normally by three working days after the last Sunday in the month.
 A schedule of receipt dates will be published periodically by the Pay Bureau. Attendance
records are to be dispatched as follows:

       A     Original and second copy:           LEC Pay Bureau
                                                 LEC Sp Svcs
                                                 HQ BFG
                                                 BFPO 140

       b.    Third copy:                         Administering GLSU

12.            Civil Labour Clerks in units which have been given authority for self
administration of DEL pay in accordance with Pay Bureau and Local GLSU instructions
will be required to prepare attendance data by completing the Art der Vergütung field and
for the despatching of the original copy of BFG 24 to Lohnstelle Soest by the pre-arranged
deadline.




SI BFG                                    1B-4                                  AMDT 18
6200
                                                                               ANNEX C TO
                                                                                SECTION 1

APPLICATION FOR ATTENDANCE ON EXTERNAL TRAINING COURSE, SEMINAR
INCLUDING COURSES AT THE LEC TRAINING WING – LOCALLY EMPLOYED
CIVILIANS (LEC)

THIS FORM SHOULD ALSO BE USED FOR MILITARY AND UKBC APPLYING FOR
TRAINING COURSE AT THE LEC TRAINING WING (PART 1 ONLY REQUIRED)

PART 1 (To be completed by the UCLO or Line Manager)

a.    Individual’s details:

Unit…………………………………………BFPO………UIN…………………Budget
Code……………………….

Name…………………… Forename……….................Trade…………………                         Grade………        *
DEL/DEP

Role within the Unit/Department………………………………Contact Tel No:……………………………..

(If more than one employee please attached a nominal with all detail required at ‘a’)

b.    Course/Training details:

Course/Training title……………………………………… Location………………………………………………
(for courses at the LEC Trg Wing, which are free of charge, please provide an alternate choice)

Start Date…………………………………………………End Date…………………………………………….

Reason for Training
Course/Seminar……………………………………………………………………………………….................
.

d.    Signature (UCLO or LM)……………………………………Name……………………………….

Appointment……………………………….Contact Tel No……………………………Date…………………

* Delete as appropriate

Notes. 1. For courses at the LEC Training Wing this application is to be forwarded for completion at
Part 2.
        2. For all other course proceed directly onto Part 3


PART 2 (to be completed by the LEC Training Wing)

a.   * It is herewith confirm that a vacancy has been allocated on the requested course in
respect of:
SI BFG                                      1C-1                                AMDT 18
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…………………………………………………………………………………………………………………

b.    * Unfortunately the requested training course is oversubscribed and as such a vacancy in
respect of ………………………………………………has been allocated on an alternative course
as follows:
……………………………………………………………………………………………………

c.       Course confirmation notification is attached.

d.       Please now take action by completing Part 3 and forward to your local GLSU.

e.       Signature……………………………………Name……………………………….

Appointment………………………………………………………….Date………………………………




PART 3 (To be completed by the UCLO or Line Manager)

       a.     Course Provider………………………………….
       Cost(€)……………………(Including VAT)

Course Fees applicable *Yes/No
(if yes, application to be supported budgetary authority - Note 1)


b.     Travel and Subsistence costs (€) appropriate *yes/no. If yes - proposed travel
itinerary/costs:

Travel dates:         Out…………………………….                    Return…………………………………

Air:     From………………………….To………………………….*single/return Cost:………

Rail:    From………………………….To………………………….*single/returnCost:………

Car:     From………………………….To………………………….*own/hire/mil Cost:………

Tunnel:                  *Yes/No                                           Cost:………

Accommodation: *Hotel/Mess                 No. Nights…………………..                   Cost:………

Total (Travel/Accommodation)                                         Cost:………

c.  Signature (UCLO or
LM)……………………………………Name……………………………….

Appointment………………………………………………………….Date………………………………..
SI BFG                                        1C-2                              AMDT 18
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Notes: 1.         Applications for financial approval for LEC Training Courses and Seminars at cost, in respect of LEC employed in BFG units
         must be authorised by OC LEC Training Wing or, in the case of an ‘agency, (e.g. Health service, DE etc) by the appropriate Budget
         Manager must be obtained in the first instance. This is by means of a letter of justification to the OC LEC Training Wing or
         appropriate Budget Manager. If approved financial authority will be provided. The letter of approval is to be attached to this form
         prior to it being forwarded to the GLSU for completion at Part 4.




PART 4 (to be completed by GLSU)

Day Allowance:                No of days/hours………..@ rate………………. Total…………

Night Allowance:              No of nights…………… @ rate………………. Total…………

Kilometre Allowance:                    Distance………………….@ rate………………. Total…………

*Travelling Time:             No of hours………………@ rate………………. Total………

Other ………………………………………………………………Total Allowances (€) :…………

Co-determination procedures have been initiated and concluded:                                                 *YES/NO/NOT
APPLICABLE

Signature………………………                                                                  Name………………………………..

Appointment………………….                                                                Date………………


Notes          1.    In the case of DEL/CWG all course training is a matter of co-determination in accordance with FPRL 74. The OC
                GLSU is to initiate co-determination where required.
          2.    Course bookings/travel arrangements must not be made until financial authority has been received from the Budget
                Holder.
          3.    Travel must be by the most cost-effective means.
          4.    Civil air travel will only be authorised where there are no trooper flights available.
          5.    Mess accommodation/facilities should be used where available. Hotel accommodation should be booked via the Central Hotel
                Booking Service (CHBS) who offer discounted rates to MOD personnel.
          6.    Car Hire/use of own car will only be authorised where there is no suitable public transport or the use of car hire/own car is more
                cost effective.




PART 5 (to be completed by HQ BFG Log Sp (Tpt & Mov) but only if necessary)

Application for movement by Air is *authorised/not authorised

Cost of movement…………… Application is to be made to……………………Using
reference……………………

Signature……………………
Name……………………Appointment……………………….Date…………………..

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SI BFG   1C-4   AMDT 18
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PART 6 (to be completed by Budget Holder/Manager) -

*Agreed/Not Agreed                             RAC to be charged………………Total Expenditure Authorised
(€)…………………

Remarks……………………………………………………………………………………………………………
.

Signature……………………….Name…………………                                                        Appointment……………………                               Date…………

Note        1.   On completion of Part 5 this form is to be returned to the unit




Notes:

       1.         Training course costs for DEL/CWG may be recoverable from the employee if he/she leaves employment within a
                  specified period of up to three years. Where appropriate a contract to this effect is to be drawn up by OC GLSU and
                  signed by the employee prior to the commencement of the course.
       2.         Individuals are to be reminded that they must obtain and retain receipts for expenditure incurred as they may be required
                  to provide them as supporting evidence for claims and for audit purposes.
       3.         Travel Claim forms can be downloaded from the LEC Website under the heading Pay Bureau www.bfgnet.de/lecsupport.
       4.         Travelling Time is only applicable when there is no alternative other than to travel on a Saturday, Sunday or Public
                  Holiday
       5.         BFG Budget Holders/Managers authorise T&S expenditure only at Part 6. OC LEC Trg Wg will authorise actual training
                  costs within the limit of his/her delegated authority on acceptance of the unit’s justification.
       6.         For LEC employees of non-BFG organisations (other Land Forces units, DE, DE&S, ISS(G), et al), budgetary approval is
                  required for training costs prior to submitting this application for completion by the GLSU at Part 4 and for T&S
                  expenditure at Part 6.




SI BFG                                                               1C-5                                                   AMDT 18
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                                                                    ANNEX D TO
                                                                     SECTION 1

To: ………………………………………………………………... (GLSU)
.
From ……………………………………………………………….. (Unit)

                           APPLICATION FOR GRANT OF
                      PERFORMANCE/FUNCTIONAL ALLOWANCE

                                        PART I

                                 UNIT SUBMISSION

1. Employee details

Name and initials of employee                     DEL/Dep



Job Title                                         Trade and grade



Pers No                                           EKZ/WPN


Allowance requested:
                         Performance*                 Functional*
                                (* delete as applicable)

2. Detailed Justification/Recommendation




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3. For Performance/Functional Allowance only

a.    These duties occupy the employee for       % of the working time.
                   or
b.    The employee spends        (insert actual hours) performing these functions.

4. Details of recommending officer

Signature                                       Surname and Initials



                                            Unit/Branch/Department



Rank/grade and Appointment                 Tel Number             Date




                                     PART II
                             GLSU RECOMMENDATIONS

1. Comments




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           The Worksite has/has not* been inspected. (*Delete as applicable)

2. Percentage/ € :                          for the period


From                                        To

NOT TO EXCEED 12 MONTHS

4. Annual cost                  €

5. A copy of the contracted job description is attached.

GLSU stamp and date                             Signature of OC GLSU




                                                 Surname and initials




                                   PART III
                      CERTIFICATION BY BUDGET MANAGER

Comments




Signature of Budget manager                     Surname and Initials



                                            Unit/Branch/Department



       Tel Number                          Date




SI BFG                                   1D-3                                  AMDT 18
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                                        PART IV

         COMMENTS AND RECOMMENDATIONS OF LEC SP SVCS HQ BFG
                    (FOR INITIAL APPLICATIONS ONLY)

1. Functional Allowance       The allowance meets/does not meet* the criteria laid down
in CTA II.

2. Performance Allowance It is confirmed that the allowance is paid for performance
over and above the level expected of the trade/grade.

3. The grant for this individual Functional Allowance does not exceed the pay of the next
higher grade.

4. The Allowance expires on

5. Comments




2. Payment is APPROVED/ NOT APPROVED*

(*delete as applicable)

Signature of LEC Sp Svcs officer                          Surname and Initials



                                                          Rank/grade and Appointment



LEC Sp Svcs Stamp and Date




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Distribution:

External:

Action:

GLSU

Internal:

Action:

LEC Pay Bureau
File




SI BFG           1D-5   AMDT 18
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         INTENTIONALLY BLANK




SI BFG          1D-6           AMDT 18
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                                                                    ANNEX E TO
                                                                     SECTION 1
To:………………………………………………………………………. (GLSU)

From ……………………………………………………………….. (Unit)

                APPLICATION FOR GRANT OF AN ALLOWANCE FOR
                                 SEVERITY
                                   TOOL
                  CHARGE HAND AND LEADING CHARGEHAND

                                       PART I

                                 UNIT SUBMISSION

1. Employee details

Name and initials of employee                     DEL/Dep



Job Title                                         Trade and grade




Allowance requested:              Severity*  Tool *
                           Chargehand/Leading Chargehand*
                                (* delete as applicable)

2. Detailed Justification/Recommendation




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3.
         a.   These duties occupy the employee for      % of the working time.
                       or
         b.   The employee spends (insert actual hours) performing these functions.

         c.   It is confirmed that the duties are not part of the contracted job description of
              another employee.

3. Details of recommending officer

Signature                                           Surname and Initials




                                                Unit/Branch/Department



Rank/grade and Appointment                     Tel Number              Date




                                           PART II

                               GLSU RECOMMENDATIONS

1. Comments




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2.       The worksite has/has not* been inspected. (*Delete as applicable)

3.       Percentage/ € recommended:                                  for the period


from:                                         to

NOT TO EXCEED 12 MONTHS


4.       Annual cost                    €

GLSU stamp and date                  Signature of OC GLSU




                                              Surname and initials




                                         PART III

                       CERTIFICATION BY BUDGET MANAGER
Comments




Signature of Budget manager                  Surname and Initials



                                              Unit/Branch/Department




SI BFG                                      1E-3                                  AMDT 18
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Tel Number                                    Date




Distribution:

The Budget Holder is to retain a copy of the application and forward a further copy to the
GLSU who are to produce additional copies for distribution as under

1 copy to Unit
GLSU file copies




SI BFG                                     1E-4                                  AMDT 18
6200
                                                                ANNEX F TO
                                                                 SECTION 1




                 APPLYING FOR AN LEC SPECIAL BONUS AWARD (SBA)


                  Recommending
                 Officer completes
                 Part A of the SBA
                    (see note 1)
                  GLSU confirms               Yes
                      technical
                   compliance of
                   application at
   Application       Part B (see            Budget
   returned to           No
                       note 2)             Holder’s
  Recommendi                              approval at
    ng Officer                            Part C (see
                                            note 3)




                  LEC Sp Svcs final                Yes
                   scrutiny and LEC
                 Pay Bureau action at
                  Part D (see note 4)

                      Results
                      forward
                       ed to:



   Parent                               Recomm
   GLSU                                  ending
                                         Officer




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Explanatory notes:

1.     The Recommending Officer (minimum grade Major or equivalent, except where
Captains are ‘in Command’) usually the employee’s Line Manager, must ensure that the
individual or team task/activity fully meets the criteria for the granting of a SBA.
Deductions from pay for tax and social security vary between DEL and Dependant
employees. In order to ensure that LEC employees receive equal reward (in terms of net
pay) for similar achievements, the gross award for a DEL needs to be twice that of a
Dependant employee. Recommending officers are not to advise individuals that their
name has been put forward for a Special Bonus Award until the outcome of the
application is known. Recommending officers should also retain sufficient, auditable
documentation supporting the SBA application, as these will be subject to audit during
Labour Support Technical Inspections.


2.      The employee’s parent GLSU will carry out a technical check of the application, to
ensure it complies with the CTA II and any relevant supporting instructions. This will
include an assessment of whether a SBA is the correct method of rewarding the task or
activity in question, or whether the payment of an allowance (e.g. Functional Allowance) or
overtime would be more appropriate. ‘Rejected’ applications will be returned to the
Recommending Officer, with an explanation.


3.     The Budget Holder’s (minimum grade Col/B2 or equivalent, except for Lt Col in
Command) endorsement of the application (which should be supported by an official
stamp) indicates both his/her agreement to the Recommending Officer’s proposal for a
SBA, and confirmation that funding is available to meet the cost of the award. In the most
exceptional cases only, budget holders may recommend a bonus which exceeds €1,500
(take home value); such applications will require the personal endorsement of the Civil
Secretary, BFG. SBA payments must be met from within budget holders’ existing LEC
budgets.

4.     LEC Sp Svcs will carry out a final check of the SBA application for completeness.
Following payment action by the LEC Pay Bureau, LEC Sp Svcs will distribute copies of
the application form in accordance with the flow chart.




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                                                                                   APPENDIX 1
                                                                                   TO ANNEX F
                                                                                    SECTION 1

                                   LEC Special Bonus Award

Part A.          Recommendation for a Special Bonus Award

The minimum (or equivalent) rank of the Recommending Officer should be that of a Major, except
where a Captain is ‘in Command’.

Employee:

Name:                                    Pers. No:              Grade:


Unit:                                    EKZ/WPN:               GLSU:



Justification:

Details: (continue on separate sheet if necessary)




Amount Recommended:



Recommending Officer:

Name:                                         Rank:

Appointment and address:                      Signature/Date:




Part B.          GLSU Technical Validation
SI BFG                                        1F1-1                                  AMDT 18
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Comments of GLSU (including details of any SBA approved within the last 24 months and
confirmation that there has been no breach of the CTA II or other legal provision):




Name:                                        Rank:

Appointment:                                 Signature/Date:



Part C.         Budget Holder’s Approval

The minimum (or equivalent) rank of the Budget Holder should be that of Colonel/B2, except where
a Lt Col is in Command.

Comments of Budget Holder:




Name:                                        Rank:

Appointment:                                 Signature/Date & Stamp:




Part D.         LEC SP Svcs Final Scrutiny

Comments by LEC Sp Svcs:

Approved:                             Gross/Net*

Not approved:


Name: M. Morrisey                          Appointment: CPO (GAAP)

Signature:                                 Date:




SI BFG                                       1F1-2                                   AMDT 18
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Part E         Pay Bureau Action:


Amount authorised                           Gross/Net*

                                                     PE
Payment to be made with                     salary   Allow

Signature of authorising officer


Payment actioned on




* Delete as appropriate




SI BFG                              1F1-3                    AMDT 18
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         INTENTIONALLY - BLANK




SI BFG      1F1-4                AMDT 18
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                                                                                ANNEX G TO
                                                                                 SECTION 1

TEAM TRAINING AND SPORTS ACTIVITIES

GENERAL

1.    Team Training can make an important contribution to the effectiveness of
organisations. For this reason, such activities can be a valuable use of time and
resources and are not discouraged providing they fall within the scope of regulations and
the rules on regularity and propriety.


2.     OCs GLSU and their staff, Unit Civil Labour Officers and Line Managers should be
aware of what type of activity constitutes Team Training. The are also to ensure that LEC
(DEL and Dep) are aware of current Land Forces policy and regulations regarding team
training


DEFINITIONS AND EXAMPLES


3.     There is a difference between activities that directly contribute towards team training,
skills or goals (classed as Team Training) and those which are less formal and solely
intended to enhance team spirit (classed as Unit Cohesiveness).


TEAM TRAINING


4.    Team Training is like any other training and must be based around learning and
designed to address clearly defined training needs in support of business objectives. Its
purpose should be to identify the most cost and time effective way of meeting a teams and
individuals learning and development needs combined with the needs of business to
improve the team relationships, skills or goals and/or effectiveness. If the purpose is not
established, public money will be wasted and give the perception that taxpayers’ money
has not been used appropriately.


5.   Detailed principles and methods for Team Training can be found in various training
manuals but in summary Team Training, could cover:
     a. The theory of teams and how they work (N.B it is not necessary for trainees to be
     from the same team).
     b. Training an existing team to review, maintain and improve performance.
     c. Training an existing team to cope with change.
     d. Training a newly formed team to work together and understand their roles and
     responsibilities.



SI BFG                                        1
                                             1G-1                                   AMDT 18
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     e. Training a team to identify team members’ individual role preferences e.g.
     learning and working styles and personalities.


6.    Team Training exercises qualify as a duty activity, but must meet legitimate training
needs designed to improve core or functional competencies and must fulfil all of the
following criteria:


     a. Clear, achievable and identifiable learning objectives (these may be for either the
        team as a whole and/or for each individual);
     b. Identifiable training or development needs; Identifiable links between core or
        functional competencies and business objectives;
     c. Detailed demonstration of core or functional competences it will
        improve/support and how this will be achieved;
     d. Demonstration of a clear benefit to the team and department as a whole;


UNIT COHESIVENESS


7. If a proposed activity does not address a training need/involve staff working together
and is solely designed to develop effective team spirit this is classed as ‘‘unit
cohesiveness’’ Unit cohesiveness is more social in nature and not structured as a
formal Team Training event. Examples would be an evening gathering at a local
restaurant or a group attendance as spectators at a local sporting event.


PLANNING A TEAM TRAINING EVENT


8. As the majority of Team Training activities involve the use of public funds paid for
from the relevant Unit/Department budget, the preferred option is to use of in-house
providers.


9. It is MOD policy to encourage the maximum use of its facilities to meet defence
requirements. The taxpayer has a right to expect that all those facilities will be used
properly and to the full. Where it is practicable for the team’s needs to be met using MOD
facilities, they should be used, though this depends on the nature of the event, the number
of people attending and availability of a suitable venue and distance from the duty station.
However, on-site facilities should not simply be dismissed on the grounds of perceived
disruptions that may or may not occur as these can easily be avoided or prevented
through internal management measures.


10. Team Training events should normally only be for 1 working day however, it is
acknowledged that some events exceed this duration. In any event where LEC are
involved 2 days is considered the maximum.

SI BFG                                      1
                                           1G-2                                  AMDT 18
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11. Team Training should not be used solely as a reward mechanism for staff or as a
means to boost staff morale.


REGULATORY AND PROPRIETY


12. Although there is no definitive list of activities deemed to be inappropriate for Team
Training, any activity that is not job-related, team-oriented or for which there is no clearly
defined management or training objectives or is considered hazardous cannot be
considered as an appropriate charge to public funds and no insurance cover would be
entertained. A list of these activities is contained at Appendix 1 to this Annex


13.   In situations where units are considering holding such events are advised:
       a.     The event will not be publicly funded.
       b.     Reimbursement of T&S costs is not appropriate.
       c.     The event should not take place during working hours or if so paid leave is to
              be taken and recorded.
       d.     That LEC are to be strongly advised to insure themselves against non-
              negligent injury. This can be achieved by taking out personal accident
              insurance at the individuals own expense.


14.     Details of such events are to be made known to the OC GLSU at least 6 weeks
prior to the event taking place.

15.     Accident insurance cover for works related accidents is, in respect of sports
activities by LEC, given under the following circumstances only:

       a.     Participation in sports activities organised by the employer which
              serve the purpose to alleviate the physical, mental and nerve
              strain caused by works activities:

            (1)    The sports activities must not be primarily competitive.

            (2)    Team games, e.g. soccer, rugby, basketball, volleyball, handball etc are
                   normally of a competitive nature and are, therefore, not covered.

            (3)    Sports activities organised by employees themselves are not sports
                   activities in the meaning of this management instruction.

16.     Any cases of doubt are to be referred to the OC GLSU for advice prior to sports
activities being undertaken




SI BFG                                       1
                                            1G-3                                   AMDT 18
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FUNDING AND AFFORDABILITY


17. OC LEC Training Wing has delegated authority to authorise team training
expenditure exclusively for BFG units only (less Travel & Subsistence (T&S) expenditure –
see Para 19 below). All other BFG employing units and MOD Agencies (other Land
Forces units, SCE, DIO, DE&S, ISS(G), et al), require the financial approval of the
appropriate Budget Holder as per Part 4 of Appendix 2 to this Annex to this instruction.
Commercial Sponsorship is not to be sought for Team Training events.


18.    T&S is to be claimed individually via the appropriate unit budget. Details of T&S
costs where appropriate are to be included at Part 1 of Appendix 2.

VALUE FOR MONEY


19. Team Training should offer value for money taking into consideration the cost of the
training/activity, T&S and time away from the office/workplace.


20. Selection must be based on Value for Money criteria. It should demonstrate not only
the cost of accommodation, facilities and transport arrangements, but also take account of
the mix of quality, cost, resource use, fitness for purpose, timeliness and convenience to
judge whether or not, when taken together, they constitute good value for money.


21.    External facilities such as hotels, conference centres or activity centres should only
be considered where they are cost effective. Unless there are good reasons not to, the
Central Hotel Booking Service (CHBS) is to be used to book conference facilities and if
applicable accommodation. For Team Training events held in hotels, teams must ensure
that overnight accommodation is the most effective and economical option taking into
account the cost of travel, subsistence, saving of official time and practicality of the
journey. Overnight accommodation would not normally be necessary if the hotel is within
a reasonable commuting distance from the duty station and the event is conducted within
normal duty hours.


SCRUTINY AND ENDORSEMENT


22 All applications for team training are to be submitted as per Appendix 2 and should
be in accordance with the guidance in this instruction and are to be submitted to the LEC
Training Wing for consideration and approval. Where funding is required the application is
to be supported by a Business Case. Applications are to be submitted at least 2 months
in advance of the planned event and must include the following.
     a. Details of the activity.
     b. Clear aims and objectives and anticipated benefits.


SI BFG                                       1
                                            1G-4                                   AMDT 18
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     c. A description of and programme for the event/activity including a short risk
     assessment and reference to insurance cover.
     d. A list of attendees and a breakdown of the estimated cost.
23. On approval at Part 3, the SO2 Pol/Trg will forward the application to the
appropriate GLSU who will complete Part 3:
     a. Where required enter into co-determination procedures in accordance with the
     FPRL with the local unit works council in respect of DEL employees.

     b. Calculate T&S costs in accordance with current rates and forward the
     application to the appropriate Budget Manager/Holder for completion at Part 4.

     c. Assuming T&S approval is granted the Budget Manager is to return the
     application to the LEC Training Wing who will issue the go ahead for the training to
     take place by completing Part 5.
FREQUENCY/TIMING
24.    If required, normally only one Team Training event per financial year will be approved,
providing it fulfils the criteria set out in this instruction. Team Training should not automatically
be considered as an annual event as other solutions may be appropriate to meet the business
objective.
ATTENDANCE
25.     A key element of Team Training is inclusivity and, whilst it is appreciated that meeting
the needs of everyone is difficult, units/departments should ensure that the chosen activity is
one that all members of the unit or department will be comfortable with and will be able to
attend. If an inappropriate activity is selected, people could feel excluded and the value of the
activity will be lost.
26.   The participation in Team Training must be restricted to employees of the same
agency (or at least the same delegated employer).

27.    Care should be taken to ensure that due regard is given to the MOD Equality and
Diversity Policy.
RISK ASSESSMENTS


28.    Unit Team Leaders must satisfy themselves that appropriate Risk Assessments have
been undertaken and appropriate safety measures put in place prior to any event being
authorised.
SECURITY


29. All staff are reminded not to publicise the presence of MOD and are reminded of their
    responsibility not to make bookings using MOD or Service details and or web browsers
    and host pages that require details personal or service, not to display site access passes
    and to avoid talking publicly about matters that identify individuals as employees of the
    MOD.

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                                               1G-5                                      AMDT 18
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         INTENTIONALLY BLANK




SI BFG           1
                1G-6           AMDT 18
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                                                                             APPENDIX 1 TO
                                                                               ANNEX G TO
                                                                                SECTION 1


ACTIVITIES NOT CONSIDERED AS APPROPRIATE FOR TEAM TRAINING

1.   The following activities are considered not appropriate and hazardous and as such do
not qualify for funding at public expense and the MOD will not be liable for any insurance
compensation claims received by LEC who have participated in such events that have taken
place under the guise of “Team Training” :
     a. Go-Karting, Paint balling, Quad Biking.
     b. Clay pigeon shooting, Archery, Golf.
     c. Commercial adventurous training mini breaks.
     d. Day at the Races.
     e. Brewery trips.
     f. ‘Dangerous sports, i.e. any activity that could potentially result in serious injury.
        Examples::
            (1)   Rock Climbing.
            (2)   White water rafting.
            (3)   Skiing/Snow Boarding etc.
            (4)   Water Skiing.
            (5)   Hang Gliding.
            (6)   Parachuting.
     g. Team games, of a competitive nature e.g. soccer, rugby, basketball etc.

     h. Entrance fees to cultural, sporting events or tourist attractions.

N.B This list is not exhaustive and each application will be judged on a case by case
basis. The purpose of this list is to illustrate activities which have already been
disqualified from public funding. If there is any doubt about the regularity or propriety
and/or if a case is considered novel or contentious it is to be referred to LEC Sp Svcs,
HQ BFG.




SI BFG                                      1G1-1                                 AMDT 18
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         INTENTIONALLY BLANK




SI BFG          1G1-2          AMDT 18
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                                                                                 APPENDIX 2 TO
                                                                                   ANNEX G TO
                                                                                    SECTION 1

APPLICATION FOR AUTHORITY TO CONDUCT A TEAM TRAINING EVENT - LOCALLY
EMPLOYED CIVILIANS (LEC)

PART 1 (To be completed by the OC, UCLO or Line Manager)

a.     Unit details:

Unit…………………………………………BFPO………UIN……Budget Code……………………….

b.     Team Training Event Details:

Event Title………………………………………                       Location………………………………………………

Provider…………………………………………………………………………………………………………

Objectives and anticipated benefits…………………………………………………………………………

………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………….

Description of the event/programme (*)………………………………………………………………………

……………………………………………………………………………………………………………………

Risk Assessment (*)……………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

List of LEC attendees by type (DEL or Dep) (*)……………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………
(*) if space does not permit a separate sheet containing the required details should be attached.

Start Date…………………………………………                      End Date…………………………………………….
                        *
Event Fees applicable       Yes/No                     Cost (€)……………………(Including VAT)




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c.     Travel and Subsistence

Is service transport to be used *Yes/No

If no state method of
travel……………………………………………………………………………………………..

From………………………….To………………………….

Accommodation: *Hotel/Mess                  No. Nights…………………..             Cost:………

d.    Signature ……………………………………Name……………………………….

Appointment……………………………………… Date………………………………..


PART 2 (to be completed by LEC Trg Wing, BFPO 15)

1.    The team training is considered *appropriate/not appropriate.

2.    *Where requested funding for the training is agreed.

Signature …………………Name…………………………….Appointment
……………….Date………………..

PART 3 (to be completed by GLSU)

*Day Allowance:       No of days/hours………..@ rate……………….               Total…………

*Night Allowance:     No of nights…………… @ rate……………….                  Total…………

*Kilometre Allowance: Distance………………….@ rate……………….                    Total…………

*Travelling Time:     No of hours………………@ rate……………….                   Total………

Other ………………………………………………………………Total Allowances (€) :…………

Co-determination procedures have been initiated and concluded:        *YES/NO/NOT
APPLICABLE

Signature………………………Name…………………                          Appointment………………………
Date………………

PART 4 (to be completed by Budget Holder/Manager) - See notes 11 and 12

*Agreed/Not Agreed
 RAC to be charged………………Total Expenditure Authorised (€)…………………

Remarks…………………………………………………………………………………………………………

Signature……………………Name………………                      Appointment…………………        Date……………….




SI BFG                                         1G2-2                                AMDT 18
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PART 5 (To be completed by LEC Trg Wing) -
It is confirmed that all relevant procedures (Team Training costs,/travel and subsistence/co-
determination) have been carried out . The attendance of the named LEC included on the attached
nominal roll and costs have been recorded for audit purposes.

Signature……………… Name…………………Appointment…………………….Date………………….


Notes:

   7.    All applications for LEC Team Training whether at cost or not, must be processed by the unit to the LEC Training Wing in
         the first instance.
   8.    In the case of DEL/CWG all team training is a matter of co-determination in accordance with FPRL 74. The OC GLSU is to
         initiate co-determination where required.
   9.    Team training arrangements must not be made until financial authority has been received from the Budget Holder.
   10.   Travel must be by the most cost-effective means.
   11.   Mess accommodation/facilities should be used where available. Hotel accommodation should be booked via the Central
         Hotel
         Booking Service (CHBS) who offer discounted rates to MOD personnel.
   12.   Car Hire/use of own car will only be authorised where there is no suitable public transport or the use of car hire/own car is
         more cost effective.
   13.   On completion of Part 5 this form is to be returned to the unit and a copy retained by the LEC Training Wing
   14.   Individuals are to be reminded that they must obtain and retain receipts for expenditure incurred as they may be required to
         provide them as supporting evidence for claims and for audit purposes.
   15.   Travel Claim forms can be downloaded from the LEC Website under the heading Pay Bureau www.bfgnet.de/lecsupport
   16.   Travelling Time is only applicable when there is no alternative other than to travel on a Saturday, Sunday or Public Holiday
   17.   BFG budget Holders/Managers authorise T&S expenditure only at Part 4. OC LEC Trg Wg will authorise actual training
         costs within the limit of his/her delegated authority for BFG units at Part 5.
   18.   For LEC employees of non-BFG organisations (other Land Forces units, DE, DE&S, ISS(G), et al), budgetary approval is
         required for both training and associated T&S costs at Part 4.



* delete as appropriate




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         INTENTIONALLY BLANK




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                         SECTION 2 - INSTRUCTIONS FOR DEL/CWG

                             SUB SECTION 1 - RECRUITMENT

2.001 Works Permits. All non EC nationals are to be in possession of a valid work permit
before being accepted for employment as a DEL/CWG worker. Employers who disregard
this requirement risk the possibility of a substantial fine under Federal Law.

2.002 Individual employees are personally responsible for the renewal of their works
permits. The OC GLSU/Employing Unit is responsible for monitoring the continued validity
of works permit and warning the employee in a good time when his/her work permit is due
to expire. Where a work permit is due to expire the OC GLSU is to take immediate action
to terminate employment.

                            SUB SECTION 2 - DOCUMENTATION

2.003 Engagements. All engagements are subject to the terms and conditions of the
CTA II and are to be concluded by means of an employment contract between the
GLSU/Employing Unit for the United Kingdom and the employee concerned. Lohnstellen
are to be initially informed of an engagement by the submission on BFG Form 24. For
out-of-Tariff employment, such as domestics, GLSU advice is to be obtained.
Engagements are also subject to the Units Works Council cooperation procedures. See
Sub Section 10.

2.004 Multiple Contracts. The employment of an individual on two separate contracts, in
different grades or trades is not permitted.

2.005 The employment of one individual on separate contracts of the same trade and
grade with BFG is permitted provided that the total weekly hours of work for the
trade/grade laid down in CTA II are not exceeded.

2.006 GLSUs are to closely monitor all cases where more than one contract is offered to
one employee and are to advise units accordingly.

2.007 Spare

2.008 Guidelines for the Completion of Contract Forms. Guidelines for the completion
of the contract form are as follows:

      a.      Part I:

              (1)    Item I to read: Between (GLSU/Employing Unit title and UIN/EKZ)
              acting for the United Kingdom of Great Britain and Northern Ireland
              represented by the Officer Commanding.

      b.      Part II:




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          (1)    Item 10: Where an employee does not have bank or postal giro
          accounts, no entry is to be made. The employee is, however, to be advised
          to open an account as soon as possible and to provide details to the GLSU
          without delay. In very exceptional cases the employee may request GLSU
          to arrange alternative methods of payments.

          (2)   Item 14: The authorised grade/trade is to be inserted. Budget
          Holder’s authority and UIN to be charged to be inserted. The grade is
          subject to confirmation by OC GLSU.

          (3)    Item 15: To be completed in consultation with User/Employing Unit.
          Job description requires GLSU confirmation that they fall within the terms of
          CTA II and current labour legislation.

          (4)   Item 17: For other than indefinite employment see paragraphs 12 to
          14 below.

          (5)    Item 18: The date to be entered is to be the first day of employment.
          Where this is the first working day of the month, but not the first calendar
          day, the first calendar day is entered.

          (6)    Item 19: Dates to be entered in accordance with CTA II, Article 5.
          Extensions are only permitted under the circumstances described in CTA II,
          Art 5.2. In such cases the extension is to be agreed with the employee and
          notified using a contract amendment form.

          (7)   Item 20: In accordance with CTA II Art 8 the date of uninterrupted
          service with the Sending States’ Forces is to be shown, regardless of
          previous trade and grade.

          (8)    Item 21: Location (municipality) of employee's permanent duty station
          to be entered. (Note: This is not necessarily the Employing/User Units
          location).

     c.   Part III: Completed by GLSU.

     d.   Part IV: Cancelled.

     e.   Part V:

          (1)    Item 39: text to be entered: “False statements made by the employee
          with regard to any part of this document may lead to the annulment of the
          employment relationship.

          “Falsche Angaben, die vom Arbeit-nehmer zu irgendeinem Eintrag in diesem
          Dokument gemachtwerden, koennen zur Nichtigkeit des
          Beschaeftigungsverhaeltnisses fuehren.”



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             (2)    Item 43: Text to be entered: “The grading shown at item 14 is
             provisional until confirmed at item 30.”

             (3)   Item 45: Text to be entered: ”The employee is aware and agrees that
             the employment with the CWG under the provisions of Appendix ‘Z’ CTA II
             includes the need for mobility between various work locations of his
             Employing/User Unit and the needs to participate in military exercises within
             the parameters laid down at item 15.”

             (4)  Items 40, 41, 42, 44 are to be brought to the attention of the
             employee.

2.009 Distribution of employment contract. After items 1 to 29 have been completed,
all copies are to be submitted to the OC GLSU, who is to:

      a.     Check all entries.

      b.     Examine item 14 in relation to item 15 and check that correct employment
      authority exists.

      c.      When satisfied with employment authority, job description and grade, sign
      Part III and forward all copies to Employing Unit for signature at items 48, 49 and
      50.

      d.     Employing Unit returns all copies to GLSU after signatures.

      e.    GLSU, after signature at item 51, submit one copy to Lohnstelle, two copies
      to Employing Unit (who hands a copy to the employee) and retain one copy at
      GLSU.

2.010 Contract Amendments. Contracts may be amended by means of a contract
amendment form. The procedures described above apply. See paragraph 2.052.

2.011 Replacement Labour. The Employment Contract BFG Form 652 is to be used for
contracting replacement labour. The period for which the contract is to run is to be
entered at para 17 of the form. This will normally be the date on which the contract
ceases, e.g. “until the return of the (named) incumbent of the post”. The reason for the
limitation of the contract is to be shown, e.g. sick replacement.

2.012 Employment Contracts Limited by date.            It is not permissible to conclude
fixed term contracts without an objective reason with employees who have previously
been employed with the Forces (BFG) on a fixed term contract nor in an indefinite
employment relationship. The conclusion of such a contract is permissible for a maximum
period of up to 2 years. Contracts concluded for a period shorter than 2 years may be
extended for no more than three times up to maximum of 2 years.




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2.013 End of Limited Contract. An employment contract limited by date shall end when
the agreed times expires. An employment contract limited by date shall end when the
purpose has been achieved, but no earlier than two weeks after the employee has
received the employer’s written notification of the time when the purpose has been
achieved.

2.014 Employment on Duties not covered by the CTA II. On initial engagement into an
out of tariff employment such as described in CTA II Art 2 an employee will be graded by
the OC GLSU who may wish to carry out an onsite or a worksite inspection.

2.015 Temporary Changes of Duty

      a.     DEL/CWG employees who are temporarily assigned to predominantly
      perform higher graded duties are to be upgraded after such duties have been
      performed for 30 consecutive calendar days. Interruptions during this period of less
      than 2 weeks are to be disregarded. The time of the interruption does not count
      towards the period of 30 calendar days.
      b.     Temporary assignments may be as replacements for incumbents of post
      (including military and civil service posts) who are temporarily absent or to
      temporarily fill vacancies pending the appointment of a permanent incumbent of a
      post.

      c.     Temporary assignments to posts normally filled by military or civil service
      personnel requires the grading of such post under the terms of the CTA II prior to
      the assignment taking place. It is, therefore, mandatory that line managers
      concerned identify which duties are to be undertaken by the DEL/CWG employee
      assigned to the post and submit an appropriate statement to the OC GLSU
      together with the application for the temporary upgrading. OC GLSU is to assess
      the grade in accordance with the provisions of CTA II. If the assessment results in
      a grading which is more than one grade higher than the one currently held by the
      employee, LEC Sp Svcs, HQ BFG is to be consulted in instruction to confirm the
      assessment.

      d.     The temporary upgrading is to be documented by an amendment to the
      current contract of employment. The amendment is to identify the duties to be
      undertaken, the grade assessed and duration of the temporary upgrading.
      Furthermore it is to state that the temporary upgrading is granted under the
      provisions of Article 53.1, CTA II.

      e.     Immediately after the period of temporary upgrading expires employees
      affected are to return to their previous employment and grade. If the expiry date
      depends on an event, (e.g., arrival of a regular incumbent) Lohnstelle Soest is to be
      informed in good time in instruction to avoid overpayments.

      f.     Care is to be taken that provisions of Article 75 (1) 2, FPRL are met.

2.016 Temporary replacements involving periods in excess of 30 days represent
additional costs and require the authority of the Budget Holder.



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2.017 Temporary replacements of up to 30 days by existing employees may be authorised
by OCs Employing Units.

2.018 Where an OC wishes to place an employee into higher graded post in accordance
with the provisions of CTA II, Art 53.2 to assess his suitability for upgrading, he may do so,
without additional pay, for a period of three months for wage earners and three months for
salaried employees. Such an agreement should be documented in writing. The
agreement is to be signed by the employee and the Head of Agency, and is subject to
cooperation with Unit Works Council prior to commencement.

2.019 Commencement of Work. Commencement need not to be delayed pending final
completion of the employment contract, provided that authorised manpower cover exists
and security vetting has been successfully completed. The employee is, however, not to
be given any binding offer with regard to grade and job description except by the GLSU. It
should also be noted that the contract of employment commences the date on which the
employee starts work and not the date upon which he /she signs their contract.

2.020 Action before Expiry of Probationary Period. In cases where it is found
necessary to dismiss an employee during the probationary period, notice must be served
in accordance with the provisions of Art 43 CTA II and Art 79(3) FPRL.

2.021 Agreements not covered by Employment Contracts. No verbal or written
agreements are to be made by Employing or User Unit management which are beyond
the scope of the employment contract or formerly approved works agreement. This
relates particularly to transport, working and break timings where informal arrangements
may become a feature of the employment through custom and practice.

2.021a Employment beyond the age of 65. Continued employment for persons over
the age of 65 is permitted in their current contract subject to co-determination with the
appropriate Works Council as outlined in FPRL Article 75 ( 5 ). However, it must be
noted that where an employee is employed on an ‘indefinite’ contract, continued
employment beyond the age of 65 is also to be on indefinite conditions. Such
employment beyond the normal retirement age is exceptional and specific authority must
be obtained from LEC Sp Svcs, HQ BFG well in advance of the retirement date. A full
justification must be provided by the user/employing unit as part of the application for
authority.

           SUB SECTION 3 - TERMS AND CONDITIONS OF EMPLOYMENT

2.022. General. Terms and conditions of work for DEL/CWG employees are contained in
the Collective Tariff Agreement (CTA II), its amendments and supplementary agreements.
Contracts of employment are to be concluded on the basis of the CTA II unless separate
agreement is given by LEC Sp Svcs, HQ BFG to enter into an out of tariff agreement. All
queries on the interpretation of the CTA II are to be addressed to the GLSU.




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Hours of Work

2.023. Regular Weekly Hours of Work. Regular Weekly Hours of Work are to be
arranged by the GLSU/Employing Unit within the terms of the CTA II. Daily working hours
and the distribution of hours and breaks are to be agreed in co-determination with the Unit
Works Council. Once agreed, the hours of work are to be prominently displayed in the
form of a Works Agreement for the information of all employees. An example of a Works
Agreement is at Annex D to this section.

2.023a. Entitlement to reduction of working time. In accordance with the provisions of
the law on part-time work an employee who has been employed for more than 6 months is
entitled to ask that his/her contractually agreed working time be reduced. The employee
must make his/her claim for a reduction in working time and the statement as to the extent
of the reduction at least three months before it is due to commence. The employer must
inform the employee in writing of the decision on the reduction in working time one month
in advance of the desired commencement at the latest. If the employer has not rejected
the reduction in working time or the desired division of the working time within this time
frame the working time shall be reduced to the extent desired by the employee. The same
applies to the division of the reduced working time applied for by the employee. In all
cases of employees asking for their working time to be reduced the written advice
of the OC GLSU is to be obtained immediately.

2.024. Regular weekly and daily hours of work are to be notified to the Lohnstelle through
the GLSU. Notification is by means of the form at Annex D to this section.

2.025. Any increase or reductions to hours of work are to be notified to employee at least
one week (H Tariff 1 month) prior to the change. Co-determination of the change is
required with the Unit Works Council. Work required outside normal hours without the
above notification of change will be overtime. Any requirement to work less hours will be
without loss of pay.

2.026 The regular weekly hours of work are laid down at Art 9 CTA II and variations are
detailed in the CTA II appendices.

2.027 The working week is normally five days, but in certain trades may be set at six
days. The working week is calculated from 0000hrs Monday to 2400hrs Sunday.

2.028 Extended Hours of Work. The regular hours of work may be extended for certain
types of employment. Where that is effected the additional hours are paid at normal
hourly rate and not overtime rates. Once set, however, the extended hours become a
feature of the contract and must be paid whether or not the additional hours are worked.
The advice of OC GLSU is to be sought where it is proposed set extended hours.

2.029 Overtime. Overtime hours are those worked in excess of the regular weekly
working hours at the request management. Overtime attracts an hourly basic
compensation, plus overtime supplements. The hourly basis compensation may be
replaced by Time Off In Lieu (TOIL) within a set period dependant upon tariff provisions,
but the supplements must be paid. The Budget Holder’s authority is therefore to be
obtained before any overtime is instruction even if (TOIL) is to be given.


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2.030 Employees are to be informed before overtime is worked whether it is to be
compensated by additional pay or TOIL.

2.031 When planned overtime is required, the matter is to be codetermined with the
UWC. The OC GLSU/employing Unit is to provide a written authority to the UWC showing
the number of employees and grades involved and the reasons for the overtime. A copy is
to be forwarded to the GLSU. Overtime of up to two hours which is unplanned and
required at short notice for a single requirement is a management right of direction
(Direktionsrecht) and does not require UWC participation however, the UWC is to be
informed in retrospect and at the earliest opportunity, when such overtime has been
worked.

Work on Sundays and Public Holidays

2.032 General. Work on Sundays and public holidays attracts additional supplements
and is to be restricted to essential tasks only.

2.033 Where Sunday and Public Holiday work is a feature of employment; mess staff,
nurses, drivers, watchmen etc. a clause to the effect is to be included in the employment
contract and the employee is to be advised of this commitment on engagement.

2.034 Sunday Work. An employee who works at least one Sunday each month will be
regarded as a regular Sunday worker and will be paid a Sunday supplement in
accordance with CTA II Art 20. Irregular or occasional Sunday working will attract a higher
rate of supplement.

2.035 Employees nominated for regular Sunday work are to be given one month’s notice
in a duty roster.

2.036 A compensating day off is to be given for every Sunday worked.

2.037 Work on German Public Holidays. Employment on German Public Holidays is to
be restricted to essential tasks only. The following days are defined as or to be treated as
holidays for DEL/CWG and actual dates are notified annually in General Routine
Instructions:

      a.     New Years Day               Whit Monday
             Good Friday                 German Unity Day (3 Oct)
             Easter Monday               Christmas Eve
             1 May                       Christmas Day
             Ascension Day               Boxing Day

      b.     In North Rhine Westphalia the following additional holidays are observed:

              Corpus Christi
              All Saints (1 Nov)




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        c.     In Schleswig Holstein the following holidays will only be observed in
        communities with predominantly Protestant or Roman Catholic communities, as
        applicable:

              Reuniformation Day
              Corpus Christi

        d.    In Bavaria the following holidays in addition to those at sub para 'a' above

              Heilige Drei Könige
              Corpus Christi
              Mariä Himmelfahrt
              All Saints

2.038 Public Holiday work is to be compensated by time off in Lieu (TOIL) in the same or
the following week. Work of 4 hours or less may not be compensated by TOIL.

2.039 Where moveable holidays fall on a Sunday, employees required to work will be
entitled to a day off for the public holiday plus a day off for the Sunday. Supplements will
be paid at the Public Holiday rate.

Leave

2.040 Entitlement. The leave entitlement for DEL/CWG is at Art 33 CTA II. The leave
year is the calendar year and OC’s of Employing/User Units are to ensure that, where
possible employees take their leave allocation by 31 December each year.

2.041 Leave Carried Forward. Transfer of leave to the following leave year may be
permitted only where urgent operational or personal reasons such as illness prevent the
taking of leave by 31 December. In such cases leave must be applied for before 31
December and is to commence before 31 March of the following year unless the
employee is prevented by unfitness for work in which case the leave is to be commenced
within two months of the establishment of fitness for work. The authority of OC GLSU/OC
Cat B Unit is required in all circumstances where Leave is to be Carried Forward.

2.041a Transfer of Leave. Employees transferring between BFG Agencies remain
employed with the same employer i.e. the Crown, and cannot therefore be legally required
to take their leave prior to the transfer to another Agency.

2.042 Leave may, in exceptional circumstances have to be compensated by cash
payment, for example, when a notice period is insufficient to cover the leave entitlement.
The Budget Holder is to be informed in all cases. It is not permissible to make payments
in lieu of leave in cases of transferring to another agency because the employee's
employment relationship does not end.




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Withdrawal of Driving Licences From Drivers

2.043 Continued Employment. Where a driving licence is withdrawn by the civil
authorities pending trial a driver may be temporarily employed in non driving duties not
above his grade. When a licence is suspended by a court and the period of suspension
exceeds the employee’s notice period then he is to be discharged.

Sickness

2.044 Notification of Sickness. When an employee is absent from work through
sickness he is required to provide the User/Employing Unit with:

        a.    Immediate notice of his unfitness to work.

        b.     A medical certificate from a doctor on the 4th day if the sickness continues
        beyond the 3rd day. It should however, be noted that in some GLSU areas, upon
        agreement with Unit Works Councils, Medical Certificates are required for the first
        day of the sickness.

        c.    Supplementary certificates covering any ongoing period of sickness.

2.045 Second Opinion. When, during a period of sickness, there are justified doubts
over an employee’s actual state of health, management may require the employee to
submit to an examination by a doctor of mutual trust to confirm the employee’s unfitness
for work in accordance with CTA II Art 29.4d. Applications for second opinion
examinations are to be made to GLSU’s. Bills are to be processed through Med
Channels.

Death

2.046 Notification. On the death of an employee the User/Employment Unit is to
endorse the employee’s attendance record with the date of death and forward it to the
LEC Sp Svcs and the LEC Pay Bureau, HQ BFG. The GLSU is to be informed by
telephone, followed as soon as possible by a short report in the format of Annex E to this
section. A BFG Form 126 is to be raised to notify the termination of employment.

2.047 Death on Duty Away from the Duty Station. The employer is responsible for
returning the body of a deceased employee to his/her home where death occurs on duty
away from the duty station. In these circumstances Service transport may be used to
transport the coffin. No claim for reimbursement can be accepted if the next of kin wish to
make private arrangements to move the body.

2.048 Disposal of property on Death. Where a deceased employee leaves personal
effects in MOD property the local Amtsgericht is to be approached to take custody and
deal with disposal of the effects.

Travel to or through Countries to which Special regulations Apply

2.049 DEL/CWG are required to give prior notice to their Head of Establishment of any
intention to travel or go through any of the countries listed in Annex C to this section.
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2.050 Travel in or through countries listed includes the use of any air, sea or rail facilities
operated by that country anywhere (See SI BFG 2110 (Travel to Foreign Countries to
which Special regulations Apply)). The following action is required:

       a.     A notice in the form at Annex C to this section is to be permanently displayed
       on the Unit Civilian staff notice board.

       b.    The notice is to be drawn to the attention of all new employees and annually
       between Dec and Apr to all employees.

       c.      Heads of establishments/branches who are informed by an employee of an
       intention to travel to or through the listed countries are to pass this information
       under RESTRICTED - STAFF cover, together with full employment details of the
       employee to their local Security Section.

       d.    GLSU’s are to check that the above procedure is being followed when
       making routine labour support inspections.

      SUB SECTION 4 - TERMINATION OF EMPLOYMENT OR ALTERATION OF
                         EMPLOYMENT CONDITIONS

2.051 Termination of Contract. Heads of Agency intending to issue any notice of
termination of employment or alteration of employment conditions, are to obtain, GLSU’s
advice prior to any action being taken. Subject to GLSU confirmation that the notice is
legally justifiable the following action is to be taken:

       a.     Head of Agency is to ask the employee who is to be served with notice if
       he/she is registered as Severely Handicapped Person or has applied for such
       registration, if the answer is ‘yes’ action is to be taken as per paragraph 2.060
       below.

       b.      Notice is to be served in accordance with CTA II, Art 47.1. The notice is to
       be signed by Head of Agency or his authorised deputy and the original is to be
       handed to the employee. In cases where the Head of Agency has temporarily
       handed over power of attorney, that statement/notification is to be attached to the
       letter of termination. A receipt or witnessed statement of receipt is to be obtained.
       Any other form of transmission should be cleared with the GLSU. Cooperation
       procedures in accordance with FPRL Arts 72 and 79 are to be completed prior to
       the issue of notices. Note BFG Form 126 is not to be used as a notice.

       c.     BFG Form 126 is to be completed by GLSU/Employing Units with particular
       attention being paid to the accuracy of termination dates and reasons for
       termination. Any request for replacement labour on the form is to be accompanied
       by Budget Holder’s authority. Completed copies of BFG Form 126 are to be
       returned to the GLSU for distribution.

       d.     If a revised termination of employment becomes necessary during a notice
       period, this also requires the issue of a new BFG Form 126.


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       e.    The reasons for termination is to be cleared with GLSU’s whenever it is
       intended to agree to shortened notice period or to transfer employees to another
       unit

       f.     Employing Units (Category ‘B’) are to inform GLSUs of the issue of notices
       by telephone or Fax and confirm in writing and GLSUs in turn are to inform the Pay
       Bureau by the fastest possible means in instruction to avoid overpayment.

2.051a Alteration of Employment Conditions.                Alteration of employment
conditions consists of termination of the current employment relationship and the
immediate continuation of the employment relationship under the revised conditions. The
letter of termination of employment must contain an offer to continue employment under
the revised conditions, which are identified in the letter. Co-operation with the UWC as
detailed above is required.

2.052 Notice Periods. Notice periods for DEL/CWG are contained in Art 44, CTA II.

2.053 Employment during notice period. Wherever possible employees are to
continue to work in their post during notice periods. If this is impracticable employees may
be tasked by the GLSU/Employing Unit with other work within their contracted duties at
their contracted duty location or within the commuting area. In the latter case travel
allowances as specified in CTA II, Appendix R are to be granted. Employees who cannot
be employed during the notice period for whatever reason will nevertheless continue to be
paid during the notice period. For such employees BFG Form 24 is to be submitted to
GLSU as if the employee has worked. Leave due to the employee is to be taken during
the notice period. Exceptionally and with the Budget Holder’s approval pay in lieu of leave
may be granted for urgent operational reasons. GLSU confirmation and early notification
is required in such cases.

2.054 Extraordinary Notice of Termination of Employment. In cases of dismissal by
extraordinary notice of termination of employment, including dismissal without a notice
period, it is essential that action is taken as soon as the reasons for the extraordinary
notice have been established. Notice is to be received by the employee concerned within
two weeks of the date on which the person authorised to serve notice (Head of Agency or
his authorised deputy) had knowledge of the reasons for the extraordinary notice. The
form and wording is outlined at Annex A to this section. The hearing procedures in
accordance with FPRL, Art 79 (3) must be completed prior to the issue of extraordinary
notice. In cases where the Head of Agency has temporarily handed over power of
attorney, that statement/notification is to be attached to the letter of termination. All cases
of this nature are to be referred to OC GLSUs prior to the issue of notice.

2.055 In addition to the extraordinary notice, the OC GLSU/ Employing Unit may issue an
alternative ordinary notice in case a labour court finds the extraordinary notice invalid.
The text of the alternative ordinary notice is at Appx 1 to Annex A to this section. The
issue of the alternative ordinary notice requires co-operation procedure in accordance with
Art 72 FPRL. This co-operation procedure is to be initiated separately, but at the same
time as the hearing procedures, in accordance with Art 79 (3) FPRL. The co-operation
procedures must be completed prior to the issue of the alternative ordinary notice.



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2.056 Involvement of Unit Works Councils. Works Councils are to be consulted on
dismissals as described in Sub Section 10. Co-operation procedures must be completed
prior to the issue of notices. Co-operation procedures and hearing procedures are to be
initiated using the Form at Annex B to this section.

2.057 Reasons for termination of employment. Letters of notice of termination of
employment must contain the reasons for the issue of the notice. Reasons are to be
clearly detailed with events, dates, times, previous written warnings. General statements
such as “frequent unexcused absence”, or “repeated unsatisfactory work”, are unlikely to
withstand legal scrutiny and are not to be used.

2.058 BFG Form 126 is to contain the specific reasons for the termination of employment
relationships. The reasons must be clearly stated. The OC GLSU is to scrutinise all
entries and confirm the reasons for termination.

2.059 Examples:

      a.     Death of the employee.

      b.     At own request to take up employment in the private sector.

      c.     Transfer to ..... (name of new Employing Unit).

      d.     Health reasons - on medical advice.

      e.     Annulment contract to take employment in private sector.

      f.     Retirement/Early Retirement.

      g.     Redundancy as a result of ........ (measure).

      h.     End of definite contract.

      j.     Extraordinary notice for ..... (reasons).

Note: Where an employee terminates employment with the agreement of the Head of
Agency, in instruction to take up employment with another Unit, the following entry is to be
made:

      “Resigned in instruction to take up employment with (unit). Previous service may
      be calculated as if the employee had not resigned.”




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2.060 Severely Handicapped Persons (SHP). Additional actions are required by law in
accordance with the Severely Handicapped Persons Law, before an employee who is
registered as Severely Handicapped may be served notice of termination. Before notice is
given the Employing Unit is to provide details of the case to OC GLSU who is to apply to
the Integrationsämt or Hauptfursorgestelle, through the Lohnstelle, for approval to
discharge the employee. GLSUs are not to approach the Integrationsämt or
Hauptfursorgestelle direct. Negotiations over the dismissal of SHP can be protracted
while the German Authorities seek to ensure that no possible alternative exists. Units
must seek GLSU advice before discharging SHP.

2.061 Maternity Protection. The employment and discharge of expectant mothers is
governed by the provisions of the Mother Protection law (Mutterschutzgesetz) copies of
which are held by GLSUs. In units employing more than three females DEL employees a
copy of the Mother Protection Law, in German, is to be prominently displayed where all
employees can see it.

2.062 Dismissal is normally forbidden during pregnancy and four months after
confinement. However, where discharge becomes necessary the GLSU is to prepare a
case for the Lohnstelle to submit to the appropriate German Authority, The
Gewerbeaufsichtsamt, whose prior approval must be obtained before notice of dismissal
may be served to an employee protected by Mother Protection Law.

2.063 Testimonials. Testimonials are to be provided to employees on request in
accordance with the provisions of the CTA II by Heads of Agency or their authorised
deputies. The following rules apply:

      a.     It must show the nature and duration of the employment.

      b.    If requested by the employee, it must contain a statement about the work
      performance, conduct and reasons for termination of employment.

      c.     It must not contain any statement which may be detrimental to the employee
      in obtaining future employment or being disadvantageous to his future professional
      career.

      d.     Translations of testimonials are to be carried out by a qualified translator.

                          SUB SECTION 5 - REDUNDANCIES

2.064 Obligation to Report Mass Dismissals. Mass dismissals as specified in the
provision of Art 17 of the Dismissal Protection Law are to be notified to the relevant
Federal Labour Exchange Office by GLSUs. Heads of Agency are to notify the GLSU of
any intended Mass dismissals as early as possible but no later than six weeks prior to the
date on which dismissals are due to take place.

2.065 Notification to Land Labour Exchanges. Employers are obliged to notify the
Land Labour Exchange (Landesarbeitsamt) of certain changes in manpower complements
which are expected to result in dismissal or reductions in pay of employees. The
notification changes are:


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       a.     Dismissal of more than 5 employees in Agencies/Employing Units employing
       21 to 59 employees.

       b.     Dismissal of 10% or 25, whichever is the least, in Agencies/Employing Units
       with 60 to 499 employees.

       c.    Dismissal of 30 employees or more in Agencies/Employing Units normally
       employing more than 500 employees.

2.066 The notification is to be in letter form and is to contain the following information:

       a.     The number of employees regularly employed.

       b.    Number of employees to be dismissed or reduced including name, age and
       occupation.

       c.    Number of severely handicapped persons affected, including name, age and
       occupation. (Art 13, paragraph 6 of Severely Handicapped Persons law refers).

       d.     Estimated date of dismissals and/or reductions.

       e.     Reasons for the dismissals/reductions.

       f.     Unit Works Council comments are to be attached to the notification.

2.067 Notification action is to be through LEC Sp Svcs HQ BFG.

                             SUB SECTION 6 - ALLOWANCES

Work on Rotating Shifts

2.068 Definition. Work on rotating shifts for DEL is defined in CTA II, Article 14 and
attracts a special allowance in accordance with CTA II, Article 21, paragraph 3.

2.069 Contracts. An entry is to be made on the employment contract to the effect that
the employee is engaged on duties that qualify for payment of shift allowance in
accordance with CTA II, Article 21. This is to be checked by the OC GLSU on
engagement.

2.070 Exclusions. Shift allowances are not applicable to Watchmen, Dog Handlers and
Firemen. Reference is to be made to the relevant appendix of CTA II under which these
employees are engaged.

Out-of-Tariff Allowances

2.071 Conditions. Out of Tariff allowances may be considered where a need is identified
to pay DEL/CWG employees a rate above the wage scales contained in CTA II.




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      a.    Units are first to obtain an agreement from their Budget Holder before
      forwarding applications to GLSUs. GLSUs are to process cases, with
      recommendations, to CPO GAAP, LEC Sp Svcs HQ BFG.

      b.     Where an allowance is authorised it will be subject to absorption or
      revocation, details of which are to be specified in the authority. Employees are to
      be informed of the details of absorption or revocation upon being granted the
      allowance.

CPO GAAP will notify the Lohnstelle of the authority to pay OoT allowances and the
conditions of payment.

                     SUB SECTION 7 - DISCIPLINE/GRIEVANCES
Warnings

2.072 General. GLSU advice should be sought in all cases considered to warrant
disciplinary action. It may be necessary to issue an employee with a warning for a
shortcoming which, amongst others, may be:

      a.    Non compliance with lawful instructions and instructions in relation to
      contractual duties.

      b.     Unsatisfactory work performance; (Note: This must be provable in relation to
      quality/quantity of work).

      c.     Absence from work without excuses, bad timekeeping.

      d.     Disturbance of the peace within the Agency.

      e.     Drunkenness during working hours/drinking of alcohol during working hours.

      Note: This list is not exhaustive.

2.073 Depending on the severity or frequency of the transgression, warnings are to be
issued as follows:

      a.     Rebuke - (not recorded)

      b.    Verbal warnings - issued by Line Management/Unit Civil Labour Officer after
      consultation with Head of Agency (record as to the date of the event to be held by
      Head of Agency; record not to be held in personal file).

      c.     Written warning. May only be given by the Head of Agency

      d.     Final written warning containing the statement that in the event of recurrence
      notice of termination of employment will be issued.




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2.074 Procedure. Prior to the issue of written warnings and prior to the initiation of
cooperation on procedures (where applicable) the employee concerned is to be heard by
the Head of Agency or his deputy in the presence of another member of staff or preferably
the individuals’ Unit Civil Labour Officer or Line managers. At the request of the
employee, a Unit Works Councillor, work colleague or friend may also be present.
Warnings should be issued within a period of 14 calendar days following the completion of
cooperation procedures with the Works Council, or within a period of 14 calendar days
after the completion of investigations by the Head of Agency in cases of non co operable
warnings. Warnings are to be issued personally by the Head of Agency or his deputy only
and are to be witnessed by another member of staff or the Unit Civil Labour Officer or Line
Manager and at the wish of the employee, a Unit Works Counsellor, work colleague or
friend.

2.075 DEL/CWG warnings are subject to cooperation with the Works Council if they relate
to violations of instruction and peace within the agency. Warnings issued for shortcomings
in contractual duties are not subject to Works Council cooperation. With the specific
written agreement of the employee concerned a copy of the written warning may be
handed to the Unit Works Council against a written receipt.

2.076 Written warnings are to be included in employee’s personal file together with any
statements of the Works Council and the employee. Warnings are to be destroyed as
follows:

      a.     First written warning after one year.

      b.     Final Written Warning after two years if no further written warnings for
             similar shortcomings are issued within this period. If further similar warnings
             are issued, warnings remain extant until the last warning expires.

2.077 Medical Absences. Warnings are not normally to be issued for absences due to
medically certified unfitness for work. GLSU advice is to be sought in the case of
prolonged or frequent medical absences.

2.077a        Criminal Activity. In the event that a DEL is suspected of involvement in a
criminal matter, LEC Sp Svcs, HQ BFG are to be consulted immediately by telephone or
Email. This is to be before any other military unit is informed.

Grievance Procedure

2.078 Gradings. An employee who disputes his grading may, in accordance with CTA II
Art 64, have his grading reviewed. See Section 1 para 1.013 – 1.016.

                           SUB SECTION 8 - CWG MATTERS
CWG Employment

2.079 General. CWG employees are employed under conditions of CTA II and the
special provisions of Appendix Z.




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2.080 Uniform Working Clothing. Uniform Working Clothing is provided for use by
CWG employees during working hours. HQ BFG is responsible for controlling standards
of uniform dress and care of clothing and equipment. Clothing scales are at Mat Regs,
Volume 3, Pamphlet 6.

2.081 Spare

Movement of CWG

2.082 Where members of the CWG are required to report to an assembly point prior to
being
transported out of the duty Garrison/Station for work, working time starts from leaving
the assembly point and ends on return.

2.083 – 2.088 Spare
                              SUB SECTION 9 - WELFARE

Accommodation and Meals - DEL

2.089 Authority. DEL are not normally to be allowed to live in MOD premises unless
prior authority has been granted by HQ BFG. The following conditions apply:

      a.       Application is to be made to Estate Branch, HQ BFG through staff channels
      stating why accommodation is required, the type of accommodation available and
      listing the minimum accommodation stores required. Authority for DEL to occupy
      hostel accommodation specifically provided for civilians is delegated to Garrison
      Commanders.

      b.     Charges for accommodation, including utilities, are assessed by the German
      authorities through GLSUs. Charges are to be deducted at source and BFG Forms
      24 are to be endorsed “Living in.“

      c.    H Tariff employees are to be charged for meals and accommodation at the
      special rates laid down in CTA II Appendix H.

Canteens

2.090 General. Where civilian facilities are inadequate or expensive, units may provide
canteen accommodation within their establishments to supply a midday meal at
reasonable prices. The canteen is to be managed by a canteen committee consisting of
DEL/CWG employees. Catering may be arranged internally, or outside contractors may
be used. Where contractors are to be used prior authority is to be sought from LEC Sp
Svcs HQ BFG.




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2.091 Responsibilities of OC Employing Unit. OCs Employing/User Units are not to
accept any responsibility for trading activities of a canteen. They are responsible for
obtaining authority for any encroachment action in accordance with current instructions
and retain all domestic rights regarding entry, inspection and overall control of buildings,
fixtures, fittings, utilities and accommodation stores. Details of facilities which may be
provided to aid in the running of the canteen; at the discretion of an OC, are at Annex F to
this section.

2.092 Canteen Association. The canteen is to be formally set up and registered with the
German Authorities as a Canteen Association. The Association consists of DEL/CWG
members of the unit and any other units who are to use the canteen. The Association is
required to elect an executive board to manage the canteen and draw up Articles of the
Association in accordance with provisions of the Civil Code. A model for Articles of an
Association are at Annex G to this Section.

2.093 Works Council Involvement. The Unit Works Council has the right of Co-
determination in all matters pertaining to the administration of the canteen. Any queries
on industrial relations matters are to be addressed to the OC GLSU.

            SUB SECTION 10 - EMPLOYEE RELATIONS/WORKS COUNCIL

2.094 General. In accordance with the Federal Personnel Representation Law 1974
(FPRL 1974) DEL/CWG employees have the right to be represented by the Works
Councils. The full scope of the FPRL is modified by the provisions of Art 56 of the
Supplementary Agreement to NATO Status of Forces Agreement and its “Protocol of
Signature”. The text of these documents can be found at Annex H to this section.

2.095 Definitions.

      a.     Agency. A unit or group of units designated as an agency by HQ BFG.

      b.     Unit Works Council (UWC). A Works Council representing the employees
      of an agency.

      c.    Highest Level Works Council (HLWC). A Works Council at HQ BFG level
      representing all DEL/CWG employees of BFG agencies.

2.096 Eligibility. The basic qualification for an agency to elect a UWC is that it must
regularly employ five or more employees who are eligible to vote, three of whom must be
eligible for office. Where an agency has dispersed work sites which cannot reasonably be
represented by a single works council and where agreed by a ballot of employees, a
separate works council may be elected for each work location.

2.097 An agency which regularly employ less than five employees with voting rights is to
be represented by the Works Council of a neighbouring Agency. The allocation is made
by the next higher level of authority in agreement with the HLWC




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2.098 Elections. Works Council elections are conducted by an Electoral Committee
consisting of three employees of the Agency who are eligible to vote. Elections are held
every four years. The Head of Agency is obliged to provide any necessary assistance, but
is not to interfere in the election process. If the Head of Agency has reason to believe that
the election has not been conducted correctly (e.g. interference in the nomination of
candidates, irregularities in secret ballot proceedings etc). He is to refer the matter to the
OC GLSU. The OC GLSU will advise whether the elections may be challenged in
accordance with Art 25 FPRL.

2.099 Once the Works Council has been elected, it internally elects a Chairman and other
post holders. The Head of Agency must be informed in writing of the composition of the
Works Council.

2.100 If no Works Council exists in an Agency and no electoral committee has been
formed by the employees, the Head of Agency is required to convene a personnel
assembly to elect an electoral committee (Art 21 FPRL). This is to take place at least six
weeks prior to the date of the Works Council elections. Should the personnel assembly
fail to elect an electoral committee the Head of Agency is to nominate the committee (Art
22 FPRL). Advice on this should be sought from the OC GLSU. Demands by employees
or a trade union for the election of a Works Council outside the legally prescribed time
frame must also be referred to the OC GLSU for advice.

2.101 Travel. Where works councils are required to travel by rail in the course of their
business it is to be at 2nd class rates.

2.102 Accommodation and Office Equipment. To enable the Works Council to operate
effectively the Law requires employers to provide adequate facilities. Works Councils are
to be provided with accommodation and office equipment, compatible with their needs.
This may include computers, typewriters, telephones and, where appropriate office staff.
As a general rule provisions should be to the same standard as offices occupied by
members of the forces

2.103 Functions of Works Councils. The UWC provide the interface between
employer and employee on all matters affecting the well being of the employees of the
Agency and must be afforded the opportunity to carry out their duties. (Art 68 FPRL). In
addition to negotiating management proposals UWCs are under remit to represent their
members interests to management. Some examples are:

       a.     Proposing action to benefit the Agency and employees.

       b.    Monitoring the unit’s compliance with legal and regulatory decrees in favour
       of employees.

       c.    Hearing any employee’s proposals and grievance and, if these seem well -
       founded, seeking to implement or remedy them by negotiations with the Head of
       Agency.

       d.    The progress and vocational development of severely handicapped persons
       and others who are in particular need of assistance.

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      e.    Proposing action for the vocational advancement of severely handicapped
      persons

      f.    The incorporation of foreign employees into the Agency and fostering
      understanding between them and German employees.

      g.     Where applicable co-operating closely with the youth representation to
      further the interest of juvenile employees.

2.104 Negotiations. The Law requires the Head of Agency and the Works Council to:
“Work together in a spirit of mutual trust for the well being of the employees and the
accomplishment of the task of the agency.” Within this framework certain proposed
actions which impact upon employees are subject to “co-determination” and others are
limited to co-operation. A further category requires the works council to be heard.
Definitions are as follows:

      a.    Co-determination. This requires the parties to reach mutual agreement to a
      proposed course of action prior to its implementation.

      b.     Cooperation. A proposed course of action is to be thoroughly discussed
      with the Works Council prior to its implementation.

      c.     Be Heard. The Works Council is to be given the opportunity to comment on
      the proposal.

2.105 Time Frames. Under terms of the FPRL Co-operation and co-determination
procedures are regulated by rigid time frames. Failure to conform to the timetable may in
valuate the negotiating procedures and result in additional expense. The receipt of all
communications from Works Councils is therefore to be recorded on the document
concerned by date and time and all time frames detailed in FPRL are to be strictly
observed. Matters subject to co-determination are listed at Annex H and those subject to
cooperation at Annex I.

2.106 Matters which are to be heard are less formally regulated, but remain a prerequisite
to certain proposed actions. The UWC is to be heard prior to the issue of extraordinary
notice of termination of employment, including instant dismissal, and prior to the issue of
notices to wage earners during the probationary period. (See Art 79 (3) (FPRL)). The
UWC is also to be heard prior to the submission to Higher Formation/Budget Holder of any
application to amend LEC complements.

2.107 Limitations. The rights of Works Councils under the FPRL are limited by the
NATO Status Forces Agreement. Accordingly, members of a Works Council have no right
of access to security classified information and may not enter restricted or secure areas
within the agency, except under conditions where they would normally be granted access.




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2.108 In exceptional circumstances the right of co-determination may be restricted to co-
operation. This might apply when the right to co-determination conflicts with military
security interests which are particularly worthy of protection. In such circumstances the
matters may, with the authority of the highest service authority (GOC BFG), be restricted
to co-operation. Heads of Agency must refer any such cases to their GLSU for processing
to LEC Sp Svcs HQ BFG before applying the limitation. If agreement is given, the Highest
Service Authority will provide the Head of Agency with written authority detailing the
reasons and extent of the restriction which must be conveyed to the Works Council.
Where the reasons cannot be disclosed the authority must be supported by a formal
declaration to this effect from the president of the Federal Labour Court.

2.108a      Works Agreements. Where a UWC agrees to enter into a written
agreement with the OC User Unit, Works Agreements may be drawn up between the
Head of Agency and the UWC in accordance with the provisions of Art 74 of FPRL. The
example at Annex D should be modified according to the requirements of the unit and the
UWC and provided any functions and additions are agreed by both and permissible in
accordance with the law.




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         INTENTIONALLY BLANK




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                                                                                                                ANNEX A TO
                                                                                                                 SECTION 2

                    EXTRAORDINARY NOTICE OF TERMINATION OF EMPLOYMENT
                                      FORM OF LETTERS
                       (GERMAN TEXT IN BRACKETS UNDER ENGLISH TEXT)


Address:                                                Head of Agency ...................................
(Adresse)
                                                        Date: ....................................................


Dear ................................................
(Sehr geehrte(r) Frau/Herr ...)

EXTRAORDINARY NOTICE OF TERMINATION OF EMPLOYMENT
(AUSSERORDENTLICHE KÜNDIGUNG DES BESCHÄFTIGUNGSVERHÄLTNISSES)

1.          You are hereby informed, for the extraordinary reasons stated below, that your contract
of employment will be terminated with immediate effect, your last day of employment being
................................ /with effect from .............................. (*).

(1.          Wir teilen Ihnen hierdurch mit, daß wir Ihr Beschäftigungsverhältnis aus den nachstehenden
wichtigen Gründen mit sofortiger Wirkung beendigen. Ihr Letzter Beschaeftigingstag ist der
........................................... /zum ......................................... (Datum) beendigen) (*).


2.        Reasons:
          (Gründe:)


3.    The Unit Works Council has been heard/has cooperated (*) with regard to this notice
and has agreed to it/has objected to the issue of the notice with the letter attached (*).

(3.     Die Betriebsvertretung ist angehört worden/hat mitgewirkt bezüglich dieser Kündigung und hat
ihr zugestimmt/hat ihr widersprochen mit dem anliegenden Schreiben.)




                                                        Signature
                                                        (Head of Agency)


(*) Delete as appropriate




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(Note: Letters of extraordinary notice of termination of employment should ideally be
handed over to the employee concerned personally by the Head of Agency or his deputy
in the presence of a witness. If it necessary to send such letters by mail, this should be
effected by recorded delivery, as the day of receipt of the letter by the employee is legally
the day of the notice given.)


(*) Nichtzutreffendes streichen

(Anmerkung: Idealerweise sollte eine ausserordintliche Kündigung dem Beschäftigen in
nGegenwart eines Zeugen vom Dienstellenleiter oder seinem Stellvertreter persönlich
übergeben werden. Falls die Zustellung auf dem Postwege erfinstructionlich ist, sollte
dies per Einschreiben mit Rückschein erfolgen, da der Tag, an dem der Beschäftigte das
Kündigungsschreiben erhält, rechtlichgesehen als Tag der Kündigung gilt).




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                                                                                                               APPENDIX 1 TO
                                                                                                                 ANNEX A TO
                                                                                                                  SECTION 2


             ALTERNATIVE ORDINARY NOTICE OF TERMINATION OF EMPLOYMENT
                       IN ADDITION TO EXTRAORDINARY NOTICE OF
                             TERMINATION OF EMPLOYMENT

FORM OF LETTER:


Address:                                                     Head of Agency .........................................
(Adresse)
                                                             Date ..........................................................

Dear ..............................................
(Sehr geehrte(r) Frau/Herr...)


NOTICE OF TERMINATION OF EMPLOYMENT
(KÜNDIGUNG IHRES BESCHÄFTIGUNGSVERHÄLTNISSES)

1.     For reasons of legal safety you are hereby served with ordinary notice of
termination of employment to be effective on ... should any one labour court consider the
extraordinary notice served to you with the letter dated .... to be ineffective in law.

(1.    Aus Gründen der Rechtssicherheit kündigen wir Ihnen hiermit Ihr Beschäftigungsverhältnis
mit ordentlicher Kündigung zum ..., falls ein Arbeitsgericht die Ihnen mit Schreiben vom ...
ausgesprochene außerordentliche Kündigung als unwirksam ansehen sollte.)

2.        Reasons: ....
          (Gründe: ...)

3.     The Unit Works Council has agreed to this notice/has objected to the issue of this
notice with the letter attached (*).

(3.    Die Betriebsvertretung hat dieser Kündigung zugestimmt/hat dem Ausspruch der Kündigung
widersprochen mit dem anliegenden Schreiben.)



                                                      Signature: ..........................................................

                                                      Head of Agency .................................................

(*) Delete as appropriate
(*) Nichtzutreffendes streichen




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         INTENTIONALLY BLANK




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                                                                                                                           ANNEX B TO
                                                                                                                            SECTION 2
Officer Commanding
Der Leiter der Dienststelle

To: Unit Works Council
An die Betriebsvertretung

ACTION IN A PERSONNEL MATTER (COOPERATION OF THE UWC VIDE FPRL ARTs
75 AND 79)
MASSNAHME IN EINER PERSONALANGELEGENHEIT (MITWIRKUNG DER BV
GEMÄß 75 UND 79 BPERSVG)
Herr/Frau*

(Name, Christian Name)
...............................................................................................................................................
..........
(Name, Vorname)

(Post Code, Domicile, Street & No)
......................................................................................................................................…….
(PLZ, Wohnort, Strasse u. Hausnr.)

(DOB)
......................................................................................................................................……
(Geb. Datum.)

(Employed as & Grade)
......................................................................................................................................……
(Beschäftigt als und Eingruppierung)

Disabled                                                                   ..............        Yes* .............               No*
(Schwerbehindert)                                                                                (Ja*)                            (Nein*)

** It is proposed
(** Es ist beadsichtigt)

a.        to engage the a/n person wef*
          ..................................................................................    (Date)
          (die o.g. Person einzustellen zum*)                                                    (Datum)

b.        to delegate to the a/n person the responsibilities of a*
          .............................................................................................................................
          (der o.g. Person folgende Tätigkeit zu übertragen*)

          .............................. (Trade, Grade)                    wef .....................................            (Date)
                                 (Tätigkeit. Eingrupp.)                    zum                                                  (Datum)

                                                                                                                                 pto/ ..
                                                                                                                       bitte wenden/ ..

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c.    to re-grade the a/n person wef*
      .............................................................................................. (Date)
      (die o.g. Person umzugruppierieren zum*)                                                       (Datum)

      to    .................................................................................... (Trade, Grade)
       (nach)(Tätigkeit, Eingrupp.)


d.    to transfer/detach* the a/n person wef*
      ............................................................................................   (Date)
      (die o.g. Person zu versetzen/abzuordnen* zum*)                                                (Datum)

      to      ........................................................................................     (Unit)
      (zur, zum)                                                                                     (Dienststelle)

e.    to continue employment of the a/n person vide CTA II, Art 46, paragraph 1b*
      (die o.g. Person gemäß 46, Ziff. 1b) (TVAL II weiterzubeschäftigen*)

      from ................................ (Date) to ...................................(Date)
      (von)                                 (Datum) (bis)                             (Datum)

      as        ..................................................................................... (Trade, Grade)
      (als)                                                                                           (Tätigkeit, Eingrupp.)

f.    to serve notice of dismissal to the a/n person wef*
      ..........................................................................................................(Date)
      (der o.g. Person zu kündigen zum*)                                                              (Datum)

      ordinary notice, instantly*
      (fristgemäß, fristlos*)

Reason for action:
(Begründung der Maßnahme:)

                                                                                           Officer Commanding
                                                                                           (Dienststellenleiter)

*     Delete if inapplicable
      (Nichtzutreffendes streichen)

**    In case of intended engagements insert Proposed trade, grade and Sub Group
      (Bei Einstellungen die geplanten Positionen einsetzen)

bei   .............................                                   den        ............................. 1

Die Betriebsvertretung
(The Unit Works Council of)



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An den Dienststellenleiter
(To: Officer Commanding)


STELLUNGSNAHME DER BETRIEBSVERTRETUNG
(COMMENT OF THE UNIT WORKS COUNCIL)

Die beabsichtigte Maßnahm wird von der Betriebsvertretung gebilligt*
(The Unit Works Council agree with the proposed action.*)

Die Betriebsvertretung ersucht um Erörterung der beabsichtigten Maßnahme gemäß
Paragraph 72 Ziffer (1) BPersVg.*
(The Unit Works Council request a discussion about the proposed action in accordance
with FPRL Article 72, paragraph (1)*)

Stempel
(Stamp)
                                       (Vorsitzender(r) der Betriebsvertretung)
                                       Chairman of the Unit Works Council


Ergebnis der Erörterung:
(Result of the discussion:)




* Nichtzutreffendes streichen
(* Delete if inapplicable)




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         INTENTIONALLY BLANK




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                                                                                 ANNEX C TO
                                                                                  SECTION 2

                              NOTICE BOARD INFORMATION

To:    All DEL/CWG/Dependant employees of the British Army in Germany.

Subject:      SECURITY

1.      You are employed by the British Army in Germany and as such may be of interest
to the intelligence and security services of the Countries to which Special Security
Regulations Apply (CSSRA). It is important to note the fact that a Foreign Intelligence
Service may make an approach in the guise of a national from a "friendly" country. It is
essential to protect our interests, and also your interests, as far as possible, and for this
reason you are required to notify your Head of Establishment (HoE)/Commander, in
writing, of your intention to travel to or through any of the CSSRA countries listed below.
This also applies if you intend to use any aircraft, ship or train of any of these countries:


       Belarus
       China (including Tibet, Macao and Hong Kong Special Administrative Region)
       Egypt (only applies to personnel travelling within Egypt on duty (including officially
       sponsored expeditions and adventure training))
       Iran
       North Korea
       Russia
       Syria




2.     This measure does not constitute a general prohibition to travel to or through a
CSSRA country, nor is it intended to restrict your personal liberty. All information will be
treated in the strictest of confidence, applying the “need to know” principles of
confidentiality and source protection.




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         INTENTIONALLY BLANK




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                                                                                                               ANNEX D TO
                                                                                                                SECTION 2

                   (MODEL NOTIFICATION) - (MODEL WORKS AGREEMENT)
                      (NOTIFICATION OF REGULAR HOURS OF WORK)*

     (MUSTER EINER BEKANNTMACHUNG) - (MUSTER EINER DIENSTVEREINBARUNG)
              (BEKANNTMACHUNG DER REGEL MÄSSIGEN ARBEITZEIT)*


Unit                    ....................................................................................
[Dienststelle]

1.     In agreement with the Works Council under Article 75(3) 1 PRL*/POS Paragraph 6* the
regular hours of work for unit employees have been fixed as follows:

[Mit Zustimmung der Betriebsvertretung gemäß Artikel 75(3) 1 BPersVG*/UP Paragraph 6 wird die
regelmäßige Arbeitzeit für Beschäftigte der Dienststelle wie folgt festgelegt:]

2.      General [Allgemein]

        a.       Monday to Thursday                       0730-1215 and 1300-1700 hrs
                 Friday                                         0730-1230 hrs

                 Montag bis Donnerstag                    0730-1215 und 1300-1700
                 Freitag                                         0730-1230

        b.       Deviations [Abweichungen]

        Insert hours of work similar as in sub paragraph 2a above or shift plan for:
        [Zeiten ähnlich wie in Ziffer 2a oben oder Schichtplan einsetzen fur:]

                 (1)    Driver [Kraftfahrer]

                        (a)        Staff car drivers [Personenwagenfahrer]

                        (b)        Lorry drivers [LKW Fahrer]

                        (c)        Bus drivers [Busfahrer]

                        (d)        Ambulance drivers [Ambulanzfahrer]

                 (2)    Kitchen Personnel [Küchenpersonal]

                        (a)        Shift 1 [Schicht 1]

                        (b)        Shift 2 [Schicht 2]




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                 (3)        Canteen Personnel [Kantinenpersonal]

                 (4)        Watchman [Wachpersonal]

                            (a)         Shift 1 [Schicht 1]

                            (b)         Shift 2 [Schicht 2]

                            (c)         Shift 3 [Schicht 3]

                 (5)        Others [Andere]

3.    This regulation is effective from ................................ and may be changed anytime in
accordance with the provisions of Art. 9 para 4 CTA II in co-determination/cooperation with the
Works Council.

[Diese Anordnung tritt am ................................................. in Kraft and kann jederzeit nach den
Bestimmungen des Para 9, Absatz 4 TV AL II unter Mitbestimmung der Betriebsvertretung geändert
werden].




Date             ..............................................
[Datum]


___________________________                                       _________________________
Signature                                                               Signature
Chairman Unit Works Council                                             OC Unit
[Unterschrift des                                                       [Unterschrift des
Vorsitzenden Betriebsvertretung]                                        Dienststellenleiters]


* Delete as applicable [Nichtzutreffendes streichen]


Distribution [Verteiler]:

GLSU
Pay Bureau
Notice Board [Anschlagbrett]




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                                                                                                                          ANNEX E TO
                                                                                                                           SECTION 2


                                                                                              From GLSU…………..
                                                                                              Employing Unit (Cat B)
                                                                                              ……………………………

To: LEC Sp Svcs
HQ BFG
BFPO 140                                                                                      Date………………………


NOTIFICATION OF DEATH OF EMPLOYEE


1.   a.      Full Name: ..................................................................................................

     b.      Trade/Grade: ..............................................................................................

     c.      Employing Unit: ..........................................................................................

     d.      Name, address and relationship of Next of Kin: .........................................

             .....................................................................................................................

             .....................................................................................................................

             .....................................................................................................................

     e.      Date of Birth: ............................................……………................................

     f.      Date of Death: ………….............................................................................

     g.      Record of Service with Sending Forces: ....................................................

             .....................................................................................................................

             .....................................................................................................................

             .....................................................................................................................

     h.      Cause of Death: ………..............................................................................

     j.      Place of Death: …………............................................................................


2.   NOTIFIED PA TO COMD BFG on: .........................................................…...



                                   SIGNATURE: .............................................…........................

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                                                                               ANNEX F TO
                                                                                SECTION 2

         FACILITIES WHICH MAY BE PROVIDED FROM ARMY RESOURCES
                   FOR CANTEENS FOR CIVILIAN EMPLOYEES

1.    Provision of Accommodation.

      a.     Where available, accommodation may be allocated free of charge at the
      discretion of OCs Employing/User Units in consultation with Station/Garrison
      Commanders.

      b.     Any proposed new Works Services require MOD authority. Particulars of the
      proposed new services are to be submitted through the usual channels. Paragraph
      78(4) PRL is to be observed.

2.    Furniture and Cooking Apparatus.

      a.    Furniture and cooking apparatus scaled on the basis at Appendix 1 to this
      Annex is to be provided from MOD resources.

      b.     These items are maintained by the MOD, but all losses and damage other
      than fair wear and tear are to be paid for by the Association.

3.     Cooking Utensils, Crockery and Cutlery. Those items are normally provided by
the Canteen association. Where, however, cooking utensils, crockery and cutlery from
MOD sources are already in use they are to remain on loan to the Association on
signature. Losses are to be paid for by the Association, but the articles will not be
replaced. Items rendered unserviceable by fair wear and tear breakages are to be
withdrawn, but replacements will not be issued.

4.     DEL. DEL may be used in civilian canteens only where it is included in unit
establishments for that purpose. The Secretary/Treasurer may spend up to one hour per
day of official working time in connection with the running of the canteen.

5.     Cleaning Materials. All cleaning materials are to be provided by the Association
which is to be responsible for the cleaning of the canteen.

6.      Fuel, Light and Water. Fuel, light and water for the internal heating, cooking and
lighting are to be provided free. Officers Commanding/Heads of Establishments are to
ensure that these services are kept within reasonable limits.




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                                                                         APPENDIX 1 TO
                                                                           ANNEX F TO
                                                                            SECTION 2

     ACCOMMODATION STORES FOR CANTEENS FOR CIVILIAN EMPLOYEES

Scale

1.      Tables (7105-99-120-3803)      -       One table for every 4 canteen users

2.      Chairs (7110-99-120-3770) or
              (7105-99-120-3771) -     4 Chairs to every table

3.    The scale of the furnishings is to be based on the Services Accommodation Code,
JSP 315, or the capacity of the canteen, whichever is the lesser.

4.      GRO 9/71 refers.




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                                                                                     ANNEX G TO
                                                                                      SECTION 2

                       MODEL CHARTER FOR CIVILIAN CANTEENS

1.      The (Name of the Association) e.V., hereinafter referred to as the "Association"
shall run a canteen for Civilian Employees employed with (Name of Unit), hereinafter
referred to as "the Unit" in (Location), and for the Civilian Employees with ............... (in
case of other units being attached). The canteen shall be a welfare facility of the unit in
the meaning of Art 75 para (3) item 5 of the PRL. The management of the canteen is
therefore subject to co-determination by the unit's works council.

Any decision taken by the organs of the association shall not be put into effect and acted
upon unless and until written consent is given by the OC Unit and the unit works council
and the provisions of Para 69 and 70 PRL will apply analogously.

The Executive Committee of the Association shall consist of members of the unit and of
members of other units using the canteen, if applicable. The number of the executive
committee members shall not exceed seven.

2.      The Association shall, under the general supervision of the OC Unit, be responsible
for the running of the canteen in all respects and shall, in particular, comply with the
following conditions:

       a.     The Association shall be registered with the appropriate Amtsgericht and
       shall have full responsibility for all business transactions arising from the institution.

       b.     The Association shall be the employer of all staff directly engaged by them
       (as regards employees allotted by the OC Unit, see paragraph 3 below).

       c.      The Association shall be held responsible for all liabilities arising from the
       normal trading activities of the canteen; this shall include loss of or damage to
       property provided by the unit, furniture and fittings, kitchen apparatus, cooking
       utensils, crockery and cutlery (excluding loss or damage through fair wear and
       tear), the payment of taxes and any other rates due to the German Authorities,
       wages and salaries to the employees directly employed by the Association.

       d.     The Association shall at all times ensure that the canteen accommodation is
       used solely for the purpose for which it has been allotted, that the standard of
       cleanliness meets the requirements of the unit and business hours agreed are kept.
       The Association shall ensure that the prices charged in the canteen are calculated
       not higher than necessary for the gross profit to cover the running expenses
       (Personnel costs, cleaning, general business requirements). Any small profit made
       may be used for social purposes. Appropriate guidelines shall be laid down by the
       Executive Committee of the Association in agreements with Unit Works Council.

       e.     The Association shall be responsible for the keeping of Accounts and
       Records in accordance with German Law. The Accounts shall be audited by an
       accredited firm of Auditors annually. The Auditor's Report and the Account shall be
       made available to the OC Unit and the Unit Works Council for perusal and then
       published for general information.

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3.     The OC Unit shall authorise in accordance with current regulations and instructions
the issue of the canteen accommodation, furniture and fittings, kitchen apparatus and
utensils in accordance with the scale laid down in Appendix 1 to Annex H to these
Instructions, and civilian staff for work in the canteen. Such staff shall be employees of
the unit and will be paid by the British Authorities; their day to day control will be the
responsibility of the Association who will ensure that they are employed only in the grades
and trades and for the hours of work agreed between the OC Unit and the Unit Works
Council.

4.      The OC Unit may at all times use the rights laid down in the Articles of the
Association and exercise the rights of supervision accorded to him by the Commander
BFG, if necessitated by the running of the canteen. In particular the OC Unit shall ensure
that the Canteen accommodation furniture etc be put only to such use as is appropriate
for the welfare of the employees of the unit; he may also at any time inspect the Canteen,
particularly in respect of cleanliness.

5.     Validity of the agreement. This agreement will come into force on (date) and may
be terminated from either side by one month's notice to the end of a calendar month.



Place .........................................................      Date ...................................................




Signature                                                                        Signature
Chairman of the Association                                                      OC Unit




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                                                                                                          APPENDIX 1 TO
                                                                                                            ANNEX G TO
                                                                                                             SECTION 2

                                          ARTICLES OF ASSOCIATION
                                                 (SAMPLE)

Name and Seat of the Association

1.     The Association shall be called " . . . . . . . . . . . . . . . . . . . . . . . . . . . . . e.V." and
shall be entered under this name into the Register of Association. The seat of the
Association is . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . (Place) . . . . . . . . . . . . . . . . . . . . .

Purpose of the Association

2.     The purpose of the Association is to provide a welfare service for employees.
(Paragraph 75(3)5 PRL is part of the articles of the association). To this end a canteen
shall be established with the possible issue of a meal at reduced prices. No profit shall be
made. Any small profit that may have accrued is to be used for social purposes to the
benefit of the employees.

Membership

3.      Any employees of (Name of Unit) or (possible other Units using the Canteen) can
become members of the Association. Applications for membership have to be submitted
in writing. The whole Board of the Association decides on the acceptance. Appeal
against rejection of an application is permissible. When joining the Association the
member accepts the Articles and the decisions of the organs as binding.

         a.        Termination of Membership. The membership terminates:

                   by withdrawal which is to be submitted in writing to the Board
                   by termination of employment with the Unit
                   by expulsion.

         b.     Expulsion. A member may be expelled for behaviour detrimental to the
         Association or offending the Articles. At least three members of the Association
         who are not members of the Board must submit an application for expulsion. The
         member concerned must be given the opportunity for justification during the
         expulsion procedure. The whole Board will decide on applications for expulsion.
         Appeal against the decision of the Board is permissible. The rights and duties of
         the member concerned will be suspended until a final decision on the expulsion is
         reached.

         c.     Membership Fee. A non-recurring payment, the amount of which to be
         assessed by the General Assembly, will be charged, which will be refunded when
         the member leaves the Association.
         (Note: Membership may or may not be charged).




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Organs of the Association

4.    The General Assembly
      The Board
      The Examining Body

      a.    The General Assembly. The General Assembly is the highest Organ of the
      Association. The duties of the General Assembly are:

            (1)    Hearing the Annual Report.

            (2)    Relieving of the members of the Board.

            (3)    Election of the Board and the Audit Board.

            (4)    Decision on applications.

            (5)    Dissolution of the Association.

      At least once per annum, and however not later than 31 March of the current year,
      an ordinary General Assembly of members shall be convened. The General
      Assembly consists of the members of the Association.

      The convening instruction for the General Assembly must be issued at least three
      weeks before the meeting, stating the agenda.

      Applications have to be submitted in writing to the Board not less than 1 week
      before the General Assembly. Every member of the Association is entitled to
      apply.

      An extraordinary General Assembly shall be called by the Board, if one fourth of all
      members of the Association demand this putting on the agenda the item the
      discussion of which was requested.

      The General Assembly constitutes a quorum if at least 50% of all members are
      present. If there is no quorum at the General Assembly the Board shall be obliged
      to convene another General Assembly within three weeks. That Assembly shall
      then be regarded as constituting a quorum, regardless of the number of members
      present.

      The General Assembly shall adopt its resolutions by simple majority votes by the
      members present. A tie means that an application is rejected. Amendment of the
      Articles of Association shall require a majority vote of three quarters of those
      present.

      The chairman and his deputy are to sign and publicise the minutes taken at the
      General Assembly. These minutes are to contain at least the voting results and the
      subsequent wording of the resolutions. The minutes are to be complemented by an
      attendance list which requires the personal signature of each participant. There is
      no requirement for publication of the attendance list.

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     b.      The Board. The Board looks after the interests of the Association. It
     manages the Association in keeping with the decisions of the General Assembly.
     Its particular concern is:

            to make sure that the Articles are observed and to realise the decisions
            taken by the General Assembly.
            to assess the canteen prices.
            to control the running of the canteen.
            to employ the canteen staff.
            to convene the General Assembly.

     The Board shall lay down its own standing instructions. It shall meet at least six
     times per annum. In agreement with the OC Unit, the assembly may be held during
     working hours. The Board shall be composed of:

            one chairman.                       one secretary and
            one deputy chairman.                four members

     The chairman or the deputy chairman together with the secretary are the legal
     representatives of the Association within the purview of paragraph 26 of the
     German Civil Code. Law-bound declarations of intent require the signatures of
     both. This does not apply to normal current business.

     The term of office shall be . . . . years. However, paragraph 27 German Civil Code
     will apply.

     If one of the members leaves the Board prematurely, a new member is to be
     elected after his departure.

     Any person who draws financial benefit from their work for the canteen can not
     become members of the Board. Works councillors are eligible to be members of
     the Board.

     c.     Examining Body. The duty of the Examining Board is to audit the book-
     keeping of the Association and the canteen. It is entitled to do this at any time - at
     least twice per annum - making out a protocol for each auditing. The Board, the
     Works Council and the General Assembly have to be informed of the results.

     The examining Body is composed of three members who must not be members of
     the Board. They elect from their midst the chairman.

     The term of office shall be . . . . . . . years.
     If one of the members leaves this Body prematurely, a member is to be elected.




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Mode of Election

5.     The General Assembly must constitute a quorum in instruction to carry out the
election of the Board and of the Examining Body.

The election is secret and is done by voting-papers at separate ballots. One after the
other shall be elected as follows:

         the chairman.
         the deputy chairman.
         the secretary.
         the four members.
         the Examining Body.

Elected is who receives more than half the votes of the members present. If no candidate
receives this majority, a further ballot shall be held. Elected is then who receives the most
votes. In the case of a tie, a second ballot shall be held if necessary. Should the result be
tied again, the decision will be made by lot.

Dissolution of the Association

6.       The Association shall automatically dissolve:

         a.       with the disbandment or re-location of the unit.

         b.       by three quarter majority decision of the General Assembly.

If the General Assembly does not appoint special liquidators then these duties will have to
taken on by the chairman and his deputy. The liquidators shall wind up all current
business of the Association and sell the inventory. The remaining assets will be put at the
OC's disposal who is obliged to use this capital in conjunction with the Unit Works Council
for welfare purposes for the staff. Should further welfare facilities not be required, then
the remaining assets are to be handed over to . . . . . . . . . . . . . for social purposes.

Business Year

7.       The calendar year shall be the business year of the Association.

Entry into Effect

8.       The Articles shall enter into effect on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Date at the inaugural meeting on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


...................................................................
                              (Signatures)




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                                                                              ANNEX H TO
                                                                               SECTION 2

                    MATTERS SUBJECT TO CO-DETERMINATION

1.     Co-determination procedures are regulated by the provisions of the Federal
Personnel Representation Law (FPRL) Art 69. The complete and authoritative list of items
that are subject to co-determination with Works Councils are contained in FPRL Arts 75
and 76. The areas covered include:

      a.   Transfer to another agency; transfer within the agency if this means a
      change in working location.

      b.     Continued employment beyond retirement age.

      c.     Instruction which restrict the freedom of choice of domicile.

      d.    Refusal or revocation of permission to take up subsidiary (secondary)
      employment.

      e.     Grant of loans, advance payments and other social grants.

      f.    The allocation and withdrawal of accommodation at the disposal of the
      agency and the terms and conditions of use.

      g.     The allocation of and the use of land at the disposal of the agency.

      h.      Beginning and end of the daily working hours and breaks as well as the
      distribution of working hours over the individual working days.

      j.     Time and place of payment of salaries and wages.

      k.    The drawing up of the leave plan and the determination of individual
      employees, periods of recreational leave if no agreement can be reached between
      head of Agency and employees concerned.

      l.     The establishment, management and dissolution of social facilities,
      regardless of their legal form, maintained exclusively for civilian labour.

      m.    Performance of vocational training for salaried employees and wage
      earners.

      n.    Selection of personnel to attend courses to further the education of salaried
      employees and wage earners.

      o.    The contents of personal questionnaires for salaried employees and wage
      earners.

      p.    Guidelines for the assessment of work performance of salaried employees
      and wage earners.
      q.    Measures for the prevention of work related accidents and health hazards.

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     r.    Principles for the evaluation of recognised proposals within the framework of
     a proposal system for the agency.

     s.     Dispensing with the advertising of posts which are to be filled.

     t.    Instructions to regulate the instruction in the agency and the conduct of
     employees.

     u.     Layout of the workplace.

     v.    Introduction and application of technical facilities designed to control the
     conduct and the work performance of employees.

     w.     General questions concerning the further education of employees.

     x.     Guidelines for the selection of personnel on the occasion of engagements,
     transfers, re-grading and notices of termination of employment.

     y.     Claims for compensation against an employee.




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                                                                             APPENDIX 1 TO
                                                                               ANNEX H TO
                                                                                SECTION 2

                         PROTOCOL OF SIGNATURE
    RE ARTICLE 56, PARAGRAPH 9 TO THE SUPPLEMENTARY AGREEMENT TO
        THE NATO STATUS OF FORCES AGREEMENT DATED 3 AUG 1959
            IN THE VERSION RESULTING FROM THE AMENDMENTS
                     DATED 21 OCT 1971 AND 18 MAY 1981

1.      The individual administrative units and establishments (Betriebe) of a force or of a
civilian component as set up in the territory of the Federal Republic of Germany and
defined by the force concerned shall be agencies within the meaning of the Federal
Personnel Representation Law (Personalvertretungsgesetz) of 15 Mar 74 (Bundesgesetzblatt
Teil 1 page 693) referred to in this Section as "the Law". Those headquarters which are
administratively immediately subordinate to the highest subordinate shall be the
intermediate authorities. The highest service authority shall be the headquarters of a
force, designated by the sending State concerned, exercising final authority over matters
that are subject to works council participation.

2.     In the case of duty travel performed by the members of a works council
(Betriebsvertretung), travelling expenses shall be paid pursuant to the tariff provisions
governing travelling expenses for salaried civilian employees of the force but at not less
than the second highest rate.

3.     In discussions with the works council, the head of the agency may be represented
by a person holding a responsible position in the management of the agency and
authorised to negotiate with the works council to the same extent as the head of the
agency.

4.      Application of those provisions of the Law which govern eligibility for works council
office, and relate to length of employment with an agency, may be waived if so agreed by
the majority of employees of a given agency and the head of such agency.

5.      The head of the agency shall not be required to submit to the members of the
works council to the committee referred to in Art. 93 of the Law and to the conciliation
committee such documents as are classified for security reasons. For the same reasons,
and in accordance with special directives issued by the highest service authority of the
force, a member of the works council may be restricted in his right of access to agencies
of the force; the same shall apply to other persons who, according to the provisions of the
Law, may participate in the meetings of the works council.




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6.     a.     The rights of the co-determination provided for in the Law shall be applicable
       with respect to:

              the implementation of vocational training schemes established by the force
              concerned, and the management of welfare facilities maintained exclusively
              for civilian labour.

       They shall also be applicable with respect to:

              the establishment of the beginning and end of daily work hours and breaks.
              the determination of the time and place of payment of earnings, and the
              drawing up of the leave plan.

              the extent that in a given case no compelling reasons exist making the
              exercise of those rights incompatible with the fulfilment of the defence
              responsibilities of the force; in the case of disagreement as to whether such
              reasons exist, the highest service authority shall decide on the matter and
              transmit a written statement of its decision to the chairman of the works
              council involved.

       b.    In other cases of co-determination provided for in the Law as well as in those
       cases where the rights of co-determination are not applicable by virtue of the
       second sentence of sub-para a. above, the co-operation procedure shall apply.

       c.     The conciliatory committee envisaged in the co-determination procedure
       shall consist of two members, one to be appointed by the highest service authority
       and one by the appropriate works council of that authority, as well as an impartial
       chairman to be agreed upon by both sides. If no agreement can be reached on the
       chairman, the appointment shall be made by the Secretary General of the North
       Atlantic Treaty Organisation. The highest service authority may insist upon the
       members of the conciliatory committee being cleared to handle classified material.

7.      Insofar as it is incompatible with the fulfilment of the defence responsibilities of the
force, the head of the agency shall not be required to submit to the works council for its
cooperation any draft of administrative instructions prior to their being issued. In the case
of investigations into accidents the works council shall be called in unless regulations
regarding military security or discipline exclude the presence of works council members.

8.     The works council shall co-operate in all measures concerning medical and health
service for the employees, except in the appointment of medical doctors.

9.     Where the Law provides for court decisions, the German Labour Courts shall
decide cases in accordance with the procedure provided for in German law
(Beschlussverfahren), and the Federal Republic shall act in the proceedings in the name of
a force or a civilian component at their request.

10.   At the request of a force or a civilian component, the agency designated by the
Federal Republic shall apply for the institution of a criminal prosecution in respect of a
breach of secrecy (Verletzung der Schweigepflicht) in accordance with Article 203,
paragraph 2, sub paragraph 3, and Article 353B, paragraph 1, sub paragraph 3, of the
Penal Code.

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Explanatory Note

The provisions applicable prior to the coming into force of this agreement shall continue to
apply to proceedings instituted before the entry into force of this Agreement, to obtain
protection against dismissal as well as to other actions for a declaratory judgement or for
damages or specific performances arising out of the contract of employment.




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                                                                              ANNEX I TO
                                                                              SECTION 2

                       MATTERS SUBJECT TO COOPERATION

1.    Cooperation procedures are regulated by the provisions of the Federal Personnel
Representation Law (FPRL) Art 72. The complete list of items subject to cooperation with
Works Councils is contained in FPRL Arts 75-79

      a.     Engagement of employees.

      b.     Allocation of higher graded/lower graded duties, upgrading, downgrading
      and initial grading.

      c.     Detachment of more than three months.

      d.     Drawing up of social plans.

      e.      Establishment, management and dissolution of welfare facilities regardless
      of their legal from not exclusively maintained for civilian labour.

      f.      The layout of the workplace in cases where members of both the force or the
      civilian component and civilian labour are employed at the same worksite (facility)
      or in the same programme and where the number of civilian labour involved is not
      prominent.

      g.      Contents of personnel questionnaires (vetting forms) concerning matters of
      military security.

      h.     Measure to increase the work performance or to ease the working process.

      i.     Introduction of basically new working methods.




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 SECTION 3 - SPECIAL INSTRUCTIONS FOR THE EMPLOYMENT OF DEPENDANTS

               SUB SECTION 1 - SCOPE AND GENERAL CONDITIONS

Scope

3.001 This section contains instructions for the administration of Locally Engaged
Civilians which affect the employment of Dependant employees only.

General Conditions

3.002 Dependants of Service personnel and UK Based Civilians serving in Germany may
be engaged locally for any Locally Engaged Civilian (LEC) vacancy, providing they are in
possession of a BFG Form 113 (Civilian Identity Card).

3.003 In instruction to comply with the Host Nation Legislation and in accordance with the
NATO Status of Forces Agreement, spouses of military and UK based civilians who are
German Nationals may only be employed by BFG as DEL employees. Other dependants
with a residence history outside the UK as an adult and before becoming a dependant
may also be affected and should check with the GLSU.

3.004 A Dependant may be employed in the same establishment as the head of family or
other relative, but not in the same section, office or department, or under the
supervisory control of the head of family or any other relative. Where no alternative
source of suitable labour is available OC units may apply for exemption to this ruling to
LEC Sp Svcs HQ BFG, through their GLSU.

3.005 Dependant Pay, Terms and Conditions of Employment are, in accordance with a
Treasury Directive, based on those of the Host Nation Labour Support, in our case Directly
Employed Labour (DEL) and the Collective Tariff Agreement. Certain provisions do
however, follow those prescribed by UK Social Legislation such as Maternity provisions
and Occupational/Statutory Sickness payments. As with DEL salary/wages in respect of
Dependant employees are reviewed annually by the Civil Secretary. The provisions of the
Federal Personnel Representation Law (FPRL) and other German Industrial Relation
Labour Laws do not apply to Dependant Employees. The contracts and employment
relationship of dependants are governed by English Law. Dependant employees are
members of the Civilian Component as defined in the NATO Status of Forces Agreement
(SOFA).

3.006 These instructions apply to Dependants of 16 years of age and over, however, a
single Dependant who reaches the age of 25 is not to be employed or continue in
employment as a Dependant employee unless they produce an authorisation of extension
of their Dependant status and authority for employment issued by J1, HQ BFG. In other
circumstances the continuance in employment on the loss of NATO SOFA status (e.g.
where a individual decides to remain in Germany and work and live on the German
economy) is not an automatic occurrence. All requests to re-employ an individual as a
DEL on the loss of dependant status in these situations are to be submitted by senior line
management through the local GLSU to DCS (Sec), HQ BFG for approval stating the
business reasons behind this exceptional measure. Only in the most compelling cases
will exceptions be made.

SI BFG                                     3-1                                  AMDT 18
6200
Income Tax

3.007 Dependant employees will not be liable for UK Income Tax provided they remain
outside the UK for a full Tax year apart from short return visits. Full details are contained
in HM Revenue and Customs Inland Revenue Board Order, Section 28/5 of the Income
Tax (Earnings and Pensions) Act 2003. Where Dependant employees do receive a tax
bill due to an early posting back to the UK then the matter should be referred to LEC Sp
Svcs, HQ BFG for consideration and advice.


3.008 Spare
                  SUB SECTION 2 - EMPLOYMENT OF DEPENDANTS

Authority to Employ

3.009 A Dependant may only be engaged for employment with the prior authority of a
Budget Holder or his delegated representative.

3.010 Spare.

LEC Vacancies

3.011 When a vacancy occurs in a LEC post for which budgetary authority is given, the
Unit is to apply direct to GLSU for recruitment. There is no restriction in the employment
of Dependants other than the normal criteria of the selection of the most suitable and
available job applicant. The GLSU is to maintain a register of Dependant job applicants
including those currently in employment who have expressed a desire for alternative
employment.

            SUB SECTION 3 - DOCUMENTATION, PAY AND ALLOWANCES

Engagements

3.012 All Dependant employee engagements are to be concluded by means of an
Employment Contract for Dependant Employment with British Forces Germany. The
contract must specifically state:

       a.     That the employee is a locally recruited member of the civilian component.

       b.     The employment contract and relationship governed by English Law.

       c.     Any overpayment of salary, wages or expenses or under-collection of pay-
       related deductions, which may arise, will be recovered from future salary/wages.

       d.    Where the employment contract is on a part-time basis the actual days and
       hours worked per week are to be stated.

Dual Employments



SI BFG                                       3-2                                    AMDT 18
6200
3.012a Dual employment where the total hours exceed the 48 per week, as laid down in
the Working Times Directive are not permitted.

Continued Employment Over 65 Years of Age

3.012b          Continued employment for dependants over 65 years of age is permitted in
their current contract (wef 5 Apr 11). In situations where an employee reaches the age of
65 and wishes to remain in employment the LEC Pay Bureau is to be notified in order to
effect where applicable Category ‘C’ NI payments. Where doubt exists advice is to be
sought from LEC Sp Svcs, HQ BFG.

Agreements not covered by Employment Contracts.

3.012c No verbal or written agreements are to be made by Employing or User Unit
management which are beyond the scope of the employment contract or formerly
approved works agreement. This relates particularly to transport, working and break
timings where informal arrangements may become a feature of the employment through
custom and practice.

Security

3.013 GLSUs are responsible for initiating Security Vetting in accordance with SI BFG
2115 and arranging for the completion of the MOD Form 134 in duplicate on engagement
and MOD Form 135 on leaving employment, drawing attention to the employee's
obligations under the Official Secrets Act. One copy is to be retained in the employee's
personal file, the other copy is to be given to the employee.

3.014 Employing/User Units are to ensure that the GLSU is aware of any appointment
that must be filled by a Dependant who will have access to a classified area or information
graded Confidential or above. Dependants are not to take up employment in a vetted
post until written proof of vetting has been received by the GLSU, or unless specific
exemption is given by J2 Branch HQ BFG.

3.015 No aliens or former aliens are to be employed in posts which require the holder to
have access to classified information graded CONFIDENTIAL and above without prior
authority from J2 HQ BFG. Aliens, in this context, are defined as Dependants who have
dual nationality and/or whose nationality at birth was other than British.

Probationary Period

3.016 All initial engagements are subject to a probationary period. The probationary
period for all employment is three months. At the discretion of the OC GLSU the
probation period may be extended automatically when an employee is legitimately absent
from work through sickness, school holidays,special leave, stand downs etc, by a period
equivalent to the period of absence.

      a.     Probation periods are to be observed where an individual transfers from one
      post to another upon promotion.




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       b.     Probation periods are to be observed where an individual takes up
       employment after a break in service of more than three months whether it is a lower
       or equivalent graded position.

       c.     Probation periods are not admissible where an individual transfers without a
       break in service to another post which is of an equivalent or lower grade.

       d.     At the discretion of OC GLSU, Casual/Zero Hour staff (Bank Staff, Standby
       Bus Escorts etc) who transfer to regular hours may be required to complete a new
       probation
       period.

3.017 Notice of termination can be given up to the last day of the probationary period. If
employment is terminated during the probationary period, a minimum of 2 weeks notice is
to be given by the employer and/or by the employee.

3.018 There is no ban on dependant employees applying for alternate employment
during probation. However, in such situations the employee should be advised:

       a.     That it is common courtesy to inform their current Line Manager that they are
       applying for other jobs and that the GLSU is also obligated to do so.

       b       That the fact that they are in probation might count against them in the short
       listing or selection process.

3.018A Probation Report. The probationary period is an important and vulnerable
time, during which an employee is required to learn new skills in an unfamiliar
environment. At the commencement of employment, in order to aid the dependant
employee’s transition into their new post Line Management should give them as much
assistance as possible. To aid line management in providing this assistance they should
be provided with a ‘Dependant Employee Probation Form’ a copy of which is included at
Annex G. This form is to be completed at the 4, 8 and 12 week periods and returned to
the GLSU. If however, at the end of the 8 week period the work performance of the
employee is causing some concern the OC GLSU is to be notified immediately as action
may have to be taken to terminate the employment within the probationary period.

Notice

3.019 Except with those employees in the probation period, a minimum of eight weeks
Notice of Termination will be expected from the dependant employee thereby affording as
little turbulence as possible and allowing sufficient time for the closing of pay accounts and
calculation of final payment of salary/wages and recruitment action. The GLSU/Employing
Unit will be obliged to give the same notice to those dependant employees who have been
in employment for a period of 6 months or less. Where the employment is in excess of 6
months the employers will be required to give 2 months notice to the end of a calendar
month. After 4 completed years of employment notification of termination by the employer
will be in accordance with provisions afforded to the DEL workforce.

Exception to the above are as follows:

       a.     Line management agreement by both parties.

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       b.     There is a short notice posting of Head of Household or other reason and at
     the    discretion of OC GLSU.

       c.     Resignation is due to domestic distress.

       d.     Resignation is due to health reasons (a medical certificate will be required).

       e.      In the case of Dependants leaving a post to take up a job within the same
       agency on promotion the notice period may be reduced to 21 days provided written
       notification of the intended application for promotion has been given to the
       individuals current line manager and with agreement from OC GLSU.

       f.    Where a dependant leaves employment to take up a job within the same
       agency without a change in grade exceptionally a 4 week notice period is to be
       observed unless there is an agreement to waiver between the losing and gaining
       unit.


3.020 The 8 week notice period will not apply where the appointment is terminated by
management during the probationary period, or on the grounds of inefficiency, neglect of
duty, misconduct or medical unfitness for further duty or serious breach of security. It is to
be noted that pregnancy and pregnancy related reasons are not valid grounds for
termination of contract.

Capability/Disciplinary Policy, Rules and Procedures

3.021 Separate Procedures exist for the handling of Capability and Disciplinary cases was
issued by LEC Sp Svcs, HQ BFG on 30 Jun 09. These procedures are held by the
GLSU/HOA of Category ‘B’ Units and are to be strictly adhered to at all times.

Grievances regarding gradings.

3.022 Grievances against grading issues are to be dealt with in accordance with 1.013-16
of section one to these instructions. However, in the case of Dependant grading
grievances, there will be no UWC involvement, in all other respects the procedures
applicable to DEL/CWG are to be applied.

Grievances against terms and conditions of service.

3.023 Matters of general policy may be referred by individuals to OC GLSU or, through
their Dependant Representative, to the Dependants Employee Council. Alternatively, the
individual may lodge a formal complaint to the Deputy Garrison Commander and, if
necessary, thereafter to the GOC, HQ BFG who is the final arbiter.

Complaints of Harassment and Bullying.

3.024 The MOD is committed to providing a working environment free from harassment,
humiliation or behaviour which create feelings of unease or distress, such as sexist, racist
or sectarian language and unwelcome remarks. Every individual has the right to complain
about bullying and harassment, in whatever form, should it occur in the workplace.
SI BFG                                       3-5                                   AMDT 18
6200
      a.     The Law. Harassment can be unlawful under various statutes. It may also
      lead to civil claims for personal injury, negligence or breach of contract; or criminal
      prosecution for assault. Harassment at work may also be a criminal offence under
      the Equality Act 2010.
      b.     Complaints will be investigated and dealt with seriously, sensitively, and
      quickly. The procedure used is that defined with JSP 763 – The MOD Harassment
      Complaints Procedures. The aim is to resolve complaints informally and, if
      possible, at the lowest feasible level but where this is not possible the complainant
      has a right to raise a formal complaint. Individuals will also be protected against
      victimisation or retaliation for making or assisting in a complaint made in good faith.

      c.    Complaints against DEL Employees. In cases where a dependant lodges
      a complaint of Bullying/Harassment against a DEL employee the line manager is to
      seek direction on how to proceed from LEC Sp Svcs

3.025 Spare

Security Instructions for Certain Foreign Travel and Contact

3.026 Dependant employees are required to obtain prior approval through their units/
branch security officer (USO/BSO) SI BFG 2110 (Travel to Foreign Countries to which
Special Regulations Apply), for travel to or through the following countries:

     Belarus
     China (including Tibet, Macao and Hong Kong Special Administrative Region)
     Egypt (only applies to personnel travelling within Egypt on duty (including officially
     sponsored expeditions and adventure training)
     Iran, North Korea, Russia and Syria

Note: Additions/deletions to the above listed countries are notified direct to USOs/BSOs
through the chain of command.

3.027 Travelling in or through the countries listed above includes the use of any air, sea
or rail facilities operated by that country anywhere.

3.028 Dependant employees who are in possession of a PV(S) or higher security
clearance are to complete Annex A to SI BFG 2110 (3 copies) and forward them through
their employing unit to reach J2 Security, HQ BFG at least six weeks before travel and
before making firm travel commitments. Briefing/debriefings are to be carried out by the
USO/BSO unless otherwise directed by J2 Security, HQ BFG. A copy of the
briefing/debriefing certificate is to be retained by the unit/branch.

3.029 Contact. Regardless of their vetting status, all Dependant employees are to:

      a.     Request permission prior to making planned contact with nationals of the
      countries listed above.




SI BFG                                       3-6                                    AMDT 18
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      b.    Submit a report using the format at Appendix 1 to SI BFG 2110 after the
      contact and forward it to J2 Security, HQ BFG through their employing officer.
      Where the contact has not been foreseen, it should be reported using the same
      procedure.

Termination, Retention and Disposal of Records

3.030 On termination of employment the GLSU is to:

      a.    Ensure that a forwarding address is obtained from all Dependant employees
      and details are forwarded to the Pay Bureau.

      b.    Issue Dependants with BFG Form 126, Notice of Termination. If the
      Dependant is leaving BFG the phrase "Termination of Contract due to Family
      Posting" is to be inserted as the reason for termination.

      c.     Retain all personal documents for a period of two calendar years, except
      where the employee has been involved in an industrial accident when details of the
      incident are to be retained for a period of 12 years. (See paragraph 3.114).
      Thereafter Dependant personnel files are to be sent to TNT Archive Services,
      where a Dependant is re-employed in BFG, documents are to be forwarded to the
      receiving GLSU on request.

Payment Procedure and Responsibilities

3.031 Rates of pay for Dependant employees are published by LEC Sp Svcs, HQ BFG
and are held by GLSUs. Where a rate for a particular grade is not included in Dependant
pay scales, application is to be made to LEC Sp Svcs, HQ BFG. In addition:

      a.   Partial Monthly pay for full time employees is calculated on the basis of the
      number of working days worked in any given month.

      b.     Pay for Dependant employees is prepared by the Pay Bureau from input
      details provided by Employing and User Units on BFG Form 24. Payment will be in
      Euros and will be credited to individual bank accounts by the last working day of the
      month.

      c.      If an employee is posted at short notice, the Pay Bureau can arrange for
      their final pay to be sent to their UK address providing notification of resignation is
      received before the pay has gone to the bank. The User Unit must inform the
      GLSU immediately of all resignations in instruction for the GLSU to advise the LEC
      Pay Bureau.

3.032 Overpayments.

      a.     Any overpayment of salary/wages, expenses or under-collection of pay-
      related deductions issued by mistake will be recovered in full or by monthly
      deductions from future salary/wages. Consideration will be given to the amount of
      the overpayment and the period over which the overpayment occurred when taking
      recovery action.

SI BFG                                      3-7                                    AMDT 18
6200
      b.     Dependant employees who have an outstanding overpayment on cessation
      of employment will have the balance recovered either from final salary/wages or
      from any gratuity payment that they may be due. Where monies remain
      outstanding after final payments have been issued the individual will be required to
      reimburse the "Authority" as soon as notified.

      c.       It is the responsibility of the individual to advise LEC Pay Bureau
      immediately if they receive a payment to which they know (or suspect that) they are
      not entitled to receive. This is particularly important if an overpayment occurs or
      error is so obvious that to retain it of fail to expose it could constitute obvious bad
      faith. Dependant Employees are to immediately question payments that may be
      erroneous, it will prevent them from building up and thus avoid the personal
      inconvenience that recovery action might cause. The pay slip notifies the employee
      of the payments and deductions made; it is the employees’ responsibility to
      carry out basic checks on their entitlements and on what they are being paid.
       Not all employees check their salary each month, even though they have a
      means to do so. Nevertheless, the responsibility for identifying
      straightforward errors rests with the Employee. It is not acceptable that the
      employee received the monies in good faith simply on the grounds that they were
      not aware of the mistake.

Pay Statements

3.033 The Pay Bureau produces individual pay statements for Dependant employees.
These will be forwarded to each unit for distribution to employees.

Earnings Related National Insurance Contributions (ERNIC)

3.034 Subject to the level of earnings and number of hours worked all Dependants are
liable to pay ERNIC. The procedures are as follows:

      a.     The LEC Pay Bureau is responsible for the deduction of earnings related
      National Insurance Contributions and the maintenance of the appropriate records.
      The GLSU is to ensure that the HM Revenue & Customs CA3625 is completed by
      the dependant employee before or on the day employment commences. If the
      employee has never been issued with a National Insurance number a photocopy of
      their Birth Certificate has to be sent with the Form CA3625 to the HM Revenue &
      Customs. If the employee can not provide a photocopy of their birth certificate then
      a photocopy of their passport will be accepted. After completion and certification
      the form is to be forwarded to HM Revenue & Customs, NI Contributions Office,
      International Services, Benton Park, Newcastle Upon Tyne, NE98 1ZZ

      b.     Dependant employees unable to produce a National Insurance number are
      allocated a provisional number by the Dependant Pay System. This allows for HM
      Revenue & Customs to trace or set up a National Insurance account.




SI BFG                                      3-8                                   AMDT 18
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      c.     On receipt of CA3625, HM Revenue & Customs will trace or set up a
      National Insurance account for the employee. All relevant information is forwarded
      to the Pay Bureau which in turn will amend individual records as necessary. The
      Pay Bureau will forward all relevant records to the HM Revenue & Customs at the
      end of the contribution year.

3.035 Dependants are not subject to German Social Security provisions, they are
"employed earners" under the Social Security Contributions and Benefits Act 1992 and
Social Security (Contributions) Regulations 2001, as amended and are liable to pay
contributions when their Dependant employment earnings exceed a minimum amount.
Contribution rates are issued by the LEC Pay Bureau and can be obtained from the local
GLSU. The categories of employee contribution which affect Dependant employees are
listed below:

      a.   Category 'A'. This is the standard rate payable by all single or married
      Dependants. It gives entitlement to various benefits and the State Pension
      Scheme.

      b.      Category 'B'. This is the reduced rate and applies in general to those who
      were married women or widows on 5 April 1977 and had the right to pay reduced
      contributions at 5 April 1978. However, entitlement ceases if since April 1978 there
      have been two consecutive tax years in which no National Insurance contributions
      were paid, and the employee was not self-employed. It does not provide entry to
      the State Pension Scheme or access to the major benefits of Category 'A'. A valid
      Certificate of Election must be produced by the employee before being able to pay
      contributions under this category. This certificate is to be retained in the
      employee’s personal file once LEC Pay Bureau Action is complete. It is to be
      returned to the employee on termination of employment.

      c.      Category 'C'. This is the contribution rate for those employees who are over
      the minimum state retirement age. On production of a valid age exemption
      certificate (which is to be forwarded to the LEC Pay Bureau) Or passport and or
      birth certificate for proof of date of birth, the NI Category would be input or
      amended to a ‘C’. This in turn means that the employee has no NI contributions
      deducted from their earnings but the employer carries on making contributions .

3.036 Unless an employee produces a valid certificate of election (CF 383) on
engagement category 'A' rates are to be applied. Claims to the reduced 'B' rate without a
certificate are to be forwarded to HM Revenue & Customs for confirmation.

3.037 Employees may elect to change their ‘B' rate to ‘A', but once revoked it cannot be
reinstated.

Incremental Pay Dates and Previous Experience

3.038 Previous Experience (Dependant, DEL or CWG) will not be recognised where an
individual was terminated for disciplinary reasons or the individual has resigned in
instruction to avoid dismissal.



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3.038A Exceptionally in cases of a family posting within Germany where the Dependant
gains employment in the same tariff, at an equivalent or higher grade he/she is to be
placed in the same incremental step as that previously reached. If the employment is in a
lower grade the employee is to be placed at the incremental step that least exceeds their
previous salary. In cases where the dependant gains employment at a higher grade the
date of the new engagement will become the incremental date. In cases where the new
employment is at an equivalent or lower grade the time already served will count towards
further step advancement. However, this provision is only applicable:

      a.     If there is a change of Agency.

      b.     Breaks in service do not exceed six months.

3.038B Where a dependant is made redundant and then re-employed within three
months, in the same grade, they will retain the salary step previously reached. The time
already served will count toward further step advancement. If the dependant gains
employment in a higher grade sub par 3.043a applies. In a lower grade sub para 3.043b
applies.

3.039 Prior Experience may be recognised in the following circumstances:

      a.    If documentary evidence of previous employment is provided, giving
      evidence of employment period and tasks performed.

      b.     The amount of prior experience granted in these situations will be decided
             upon at the end of the probationary period.

3.039a         Applications for prior relevant experience recognition are to be made to the
OC GLSU Each case will be considered on its merits and no appeal will be possible. To
enable a balanced decision, applications must be supported and endorsed by Line
Management and the following should be considered before applying:

      a.    Other than Crown Service. Few individuals should expect to get full
      recognition (time for time) of prior experience.

      b.     Service some time ago or in an employment that is similar rather than
      identical may be considered but will only receive a proportional credit.

      c.     Any recognition will take into account any distortion resulting from other prior
      experience/re-grading rules.

      d.      An up to date CV and copies of evidence (i.e. Formal Qualifications, pay
      slips references etc) used to support the application must be attached to the
      application form. This application for is contained at Annex H to this Section.

      e.     Lack of supporting evidence will result in a lower calculation of previous
      experience or the application being rejected.




SI BFG                                      3-10                                  AMDT 18
6200
3.040 There is no requirement for dependant employees to revert to incremental step one
during their probationary period in situations such as promotion sideways move (as
described at paragraph 3.016c) or on an in-theatre posting resulting in a change of
employment. Where there is a break in service and/or where previous service outside
DEL rules has been authorised, the effective date will be the day after the completion of
the probationary period. In cases where retrospective claims are made for backdated
previous the effective date will be from:

      a.   A maximum of six months prior to the retrospective claim or

      b. The day after the completion of the probationary period.

Claims will not be accepted after termination of employment.

3.041 Increments are to be paid from the date on which they became due. Incremental
dates are not to be deferred as a result of unpaid absence.

3.042 Incremental scales apply to Dependant engaged in C, CFM, CDV, K LEN and PWS
trades/professions. Increments are not transferable from one trade/profession to another
e.g. a nurse will not qualify for increments if he/she takes up employment as a clerk and
vice versa.

3.043 The following will apply to changes of grading in the same job or a move to a new
job without a break in service:

      a.     In the case of an upgrading (i.e.: move to a higher grade in the same Tariff
      with no break in service) an employee who is in receipt of a step increment is to be
      placed in the same incremental step in the higher grade as that held in the lower
      grade. The date of the upgrading will then become the incremental date.

      b.     When an employee is downgraded, for whatever reason, except voluntary,
      they are to be placed on the step increment in the lower grade that equals or least
      reduces the pay rate in the original grade. The date of the downgrading will then
      become the incremental date.

      c.      If a downgraded employee is subsequently upgraded within 36 months of the
      downgrading, without an interruption of employment, the employee is to be placed
      at the incremental step previously reached in the higher graded appointment. The
      waiting period already served in the higher grade will count toward further step
      advancement.

      d.     Where re-grading occurs across a tariff (e.g. from A (industrial) to C (non
      industrial)Tariff) with no break in service the employee is to be placed on a rate of
      pay which equals or least exceeds the previous rate of pay




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6200
       e.     Exceptionally in cases of a family posting, where a Dependant changes from one
       employing agency to another (by mutual agreement) without a break in service and in
       the same grade they will retain the salary step previously reached. The time already
       served in the salary step will count towards further step advancement. If the
       employment is in a lower grade the Dependant will be placed at the incremental step
       that equals or least exceeds their previous salary. If the employment is in a higher
       grade, sub para 3.043a applies.

3.044 If any doubt exists as to what constitutes previous service or assessment of incremental
points, individual case details are to be submitted to LEC Sp Svcs, HQ BFG, for a ruling.

Automatic Upgrading

3.045 After set qualifying periods of experience, trainee Data Typists, Telephone Operators
and Teletypists are to be upgraded from Salary Group C3 to C4. New employees with written
proof of previous experience in these activities amounting to the required qualifying periods are
to be graded C4 (C-DV2 and C-FM2) on engagement. Qualifying periods are:

       a.     Data Typist - Six months.

       b.     Telephone Operators and Teletypists - 12 months.

Upgrading is to be effective from the beginning of the pay period in which the qualifying
period is completed. If a step increment coincides with the upgrading, then the step
increment is to be retained in the new grade.

3.046 Temporary Changes of Duty

       a.     Dependant employees who are temporarily assigned to predominantly
       perform higher graded duties are to be upgraded after such duties have been
       performed for 30 consecutive calendar days. Interruptions during this period of less
       than 2 weeks are to be disregarded. The time of the interruption does not count
       towards the period of 30 calendar days.

       b.     Temporary assignments may be as replacements for incumbents of posts
       including military and civil service posts who are temporarily absent or to
       temporarily fill vacancies pending the appointment of a permanent incumbent of a
       post.

       c.      Dependant temporary assignments to posts normally filled by military or civil
       service personnel requires the grading of such post under the terms of the CTA II
       prior to the assignment taking place. It is, therefore, mandatory that line managers
       concerned identify which duties are to be undertaken by the dependant employee
       assigned to the post and submit an appropriate statement to the OC GLSU
       together with the application for the temporary upgrading. OC GLSU is to assess
       the grade in accordance with the provisions of CTA II. If the assessment results in
       a grading which is more than one grade higher than the one currently held by the
       employee, LEC Sp Svcs, HQ BFG is to be consulted in instruction to confirm the
       assessment.



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       d.     The temporary upgrading is to be documented by an amendment to the
       current contract of employment. The amendment is to identify the duties to be
       undertaken, the grade assessed and duration of the temporary upgrading.
       Furthermore, and as with DEL employees, it is to state that the temporary
       upgrading is granted under the provisions of Article 53.1, CTA II.

       e.     Immediately after the period of temporary upgrading expires dependant
       employees affected are to return to their previous employment and grade. If the
       expiry date depends on an event, (e.g. arrival of a regular incumbent) The LEC Pay
       Bureau is to be informed in good time in instruction to avoid overpayments.

Allowances

3.047 Allowances for Dependant employees are awarded and administered in
accordance with Section 1, Sub Section 4 of this instruction. The following exceptions
apply:

       a.     Shift Allowance. The following Shift Allowances will apply:

              (1)    Rotating Shifts. Where an employee's shift changes more than once
              a month, and where the shift alternates between three different shifts; one of
              which must contain night work, the employee will be eligible to a Rotating
              Shift Allowance. This allowance is not payable to 'P & 'Z' Tariff workers.

              (2)   Alternating Shifts. Where an employee's shift changes more than
              once a month, they will be eligible to an alternating shift allowance. This
              allowance is not payable to managers in the 'H' Tariff or 'P' & 'Z' Tariff
              employees.

       b.     Standby/On Call. Standby and On Call payments can be paid where
       employees are required to be available for work at short notice outside their normal
       working hours. Applications are to include comments of the OC GLSU and
       stipulate whether the standby duties are required to be at the place of work
       (Standby) or at the place of residence (On Call).

Time Limits on Claims

3.048 Claims which refer to the past periods can be raised by either party in accordance
with the time-limits prescribed as follows:

       a.     Claims for incorrect computation of earnings - 12 months.

       b.     Other claims including travel and subsistence - 3 months.

       c.     No claims will be admissible 3 months after the termination of employment.

Certificates of Service

3.049 It is BFG policy to recognise service by awarding Certificates of Service. The
details of the certificates are contained in Section 1, Sub Section 6 of this instruction.
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Gratuities

3.050 A Gratuity will normally be paid 2-3 months after the end of employment to
Dependant employees of the British Forces Germany, subject to the criteria set out at
Paragraph 3.050C(a) below, when they resign or are dismissed on grounds of redundancy
or their definite contract ends. There are also certain other circumstances whereby an
individual may claim their gratuity and these are set out in Paragraph 3.050C(b) below.

3.050A         Dependant employees who take up employment as a DEL must claim, if
they are eligible, their gratuity at the end of their Dependant employment.

3.050B        The Gratuity claim form is be issued by the relative GLSU to all Dependant
employees on termination of employment with the Agency. If the individual wishes to
claim a gratuity, the claim form is to be forwarded to LEC Pay Bureau for processing.

3.050C       a.     Eligibility. To qualify for a gratuity a Dependant must:


                    (1)    Have completed two or more years continuous Dependant
                    service with BFG.

                    (2)   Have completed the 8 week notice period unless otherwise
                    agreed with the line manager. In these circumstances, the
                    termination reason should be given as per drop down menu RLink
                    e.g. Own Request(Y).

                    (3)   Have been unable to complete the 8 week notice period
                    because their resignation is due to:

                           (a)    The posting, on short notice, of the Head of Household.

                           (b)    Domestic distress.

                           (c)     Incapacity for health reasons (a medical certificate to
                           this effect will be required).

                    (4)    If changing jobs and have been re-employed by a
                    different GLSU there must have been a gap in their period of
                    employment of at least one working day.

                    [

             b.     Employees will not be eligible for the payment of a gratuity if:

                    (1)   They have not completed the 8 week notice period, except in
                    circumstances described in paragraph 3.050C a (3) above.

                    (2)   They have been dismissed for disciplinary reasons or on
                    grounds of inefficiency.


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                    (3)   They have resigned to avoid dismissal.

                    (4)  When, on change of jobs, they remain employed with the same
                    GLSU e.g. Hohne/Fallingbostel/Celle

                    (5)   If the gap between employment with different Agencies is less
                    than one day.

             c.    A Dependant who has to resign because of the in-theatre transfer of
             the Head of Household; is declared redundant or whose definite contract
             ends but will remain in theatre, may:

                    (1)   Transfer his/her reckonable service towards a gratuity in further
                    employment with BFG, provided re-employment is within a period of
                    six months from the date of resignation or redundancy.

                    (2)  If eligible for a gratuity, accept immediate payment or claim
                    payment within six months.

             d    Time Limit for Claims. All claims for Gratuity must be made within 6
             months of leaving employment.

             e.     Calculation of Gratuity. Individuals who terminate their employment
             on or after this date will have their gratuity calculated at one third of the
             monthly average of regular earnings in the most advantageous 12 calendar
             months in a 36 calendar month period. The 12/36 month calendar period is
             calculated backwards from the date of termination. For example:

Example 1:
Date of Termination:                                             1 April 2007
Regular earnings to be considered:      1 April 2004 to 31 Mar 2005 = Year 1
                                        1 April 2005 to 31 Mar 2006 = Year 2
                                        1 April 2006 to 31 Mar 2007 = Year 3
Regular Earnings:                       Year 1 = € 12000
                                        Year 2 = € 16000
                                        Year 3 = € 14000
In this example, year 2 would be the year on which the gratuity would be based.

Example 2:

Date of Termination:                                         15 June 2007
Regular earnings to be considered:     Jun 2004 to May 2005 = Year 1
(last full months salary)              Jun 2005 to May 2006 = Year 2
                                       Jun 2006 to May 2007 = Year 3
Regular Earnings:                      Year 1 = € 15000
                                       Year 2 = € 12000
                                       Year 3 = € 11500

In this example, Year 1 would be the year on which the gratuity would be based.



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The amount is then divided by 12 to obtain the average monthly earnings and then by
three to obtain one third of the average month’s earnings. This is then multiplied by the
number of years served. Part-years will be paid on a pro-rata basis rounded to the
nearest 2 decimal places.

Note: Unpaid absences do not count towards reckonable service and are deducted from
the total years of service when calculating gratuity amount due.

              f.     The Dependant Gratuity is considered to include compensation for
             potential loss of Leave and Christmas bonuses. Once a gratuity has been
             paid it effectively writes off the period of reckonable service that it covers and
             that service cannot therefore count towards any other payments which are
             determined by reckonable service; i.e.: Leave and Christmas bonuses. See
             paragraphs 3.052 to 3.057.

             Note that if gratuity is claimed, the qualifying period for entitlements to
             Christmas and Leave bonuses commence again from the date of re-
             employment.

             g.      Continuous Service. For employees who are not contracted to work
             for the full 52 weeks per year, e.g.: Bus Escorts and School Crossing
             Attendants, the periods for which they are not contracted to work, e.g.:
             school holidays, will not count as breaks in service provided the employees
             were employed under single open ended contracts.

             h.     Payment of Gratuities. The gratuity will be calculated after the final
             payment of salary has been made and is subject to National Insurance
             contributions. Payments will be made as follows:

                    (1)    Employees Leaving Theatre. Employees must submit a claim
                    requesting payment of a gratuity. Payments will be processed
                    automatically within 2-3 months from date of termination and
                    dispatched to a forwarding address by cheque or to a German bank
                    account if so requested, in writing, by the employee.

                    (2)     Employees Remaining in Theatre. Dependants will be advised
                    of their eligibility to a gratuity by the GLSU they are leaving and given
                    the option to either claim or to transfer their reckonable service to a
                    subsequent BFG employment. Claims may only be paid where
                    employment has ceased for at least one full working day and on
                    transfer to another agency.

             i.    Appeal Procedure. Any employee who feels they have been unfairly
             denied a gratuity may seek redress through the Dependants Complaints
             procedure.




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Death Benefit

3.051 A lump sum payment equivalent to two months salary will be paid to the next of kin
on the death of any Dependant who has been employed for at least three months. Where
death is caused as a result of an accident at work, the payment will be equal to three
months salary irrespective of how long the Dependant has been employed.

Christmas Bonus

3.052.1       An annual Christmas Bonus amounting to 6.34% of reckonable earnings will
be paid on 30 November of each year to all Dependant employees, except LEN, LSA and
LSS grades who, on 31 October have been in employment since 1 July. Reckonable
earnings are defined as those earnings that the employee has received in accordance
with these Instructions during the 12 months prior to 31 Oct.

3.052.2        Dependant employees except LEN, LSA and LSS grades who, on their
termination of employment before 31 Oct have been in employment for four months (i.e.
probationary period plus one month), will receive a Christmas Bonus amounting to 6.34%
of reckonable earnings. Reckonable earnings are defined as those earnings that the
employee has received in accordance with these Instructions from the preceding 1 Nov
until termination date. Payment will be made in the month following termination of all
posts. The entry on the payslip will read “Part Xmas Bonus”.

3.052.3       If a bonus has been paid in accordance with para 3.052.2 and the employee
is due to receive a bonus in accordance with para 3.052.1 in the same reckonable year,
the previously paid bonus will be offset against the bonus in accordance with para
3.052.1.

3.052.4       Service in the LEN/LSA/LSS grades does not count towards qualifying
service for the payment of a Christmas Bonus.

3.052.5       Employees whose employment terminates will remain eligible to receive the
respective bonus, provided they have completed the 8 week notice period or their definite
contract comes to an end. Exceptions will be made where all or part of the notice period
is waived with the written agreement of the line manager, or resignation is due to:

       a.     The posting, on short notice, of the Head of Household.

       b.     Domestic distress.

       c.     Incapacity for health reasons (a medical certificate to this effect will be
       required).


3.053 Employees will not be eligible if:

       a.     They have left their employment without completing the 8 week notice
       period, except in the circumstances described in paragraph 3.052.5.



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       b.    They have been dismissed (or are under notice of dismissal) for disciplinary
       reasons or on grounds of inefficiency.

       c.     They have resigned in instruction to avoid dismissal.

3.054 Breaks in service of up to a total of three months are to be ignored in determining
continuous service provided they were caused by resignation due to the in theatre transfer
of the Head of Household, on re-employment following redundancy or termination of a
definite contract. In addition where breaks in service exceed three months due to a
waiting period for security vetting clearance to be issued these are also to be ignored
provided an offer of employment, subject to security clearance being issued has been
made. This provision will not apply where a Dependant has claimed a Gratuity for his/her
most recent period of service, in which case reckonable service towards a Christmas
bonus will only count from re-employment.

3.055 - Spare

3.056 If an employee who has fulfilled the eligibility criteria subsequently leaves
employment there will be no liability to refund the bonus.

Leave Bonus

3.057.1       An annual Leave Bonus amounting to 2% of reckonable earnings will be
paid, on 31 May of each year, to all Dependant employees, except LEN, LSA and LSS
who, on 30 April have been in employment since 1 January. Reckonable earnings are
defined as those earnings that the employee has received in accordance with these
Instructions during the 12 months prior to 30 Apr.

3.057.2        Dependant employees except LEN, LSA and LSS grades who, on their
termination of employment before 30 Apr have been in employment for four months (i.e.
probationary period plus one month), will receive a Leave Bonus amounting to 2% of
reckonable earnings. Reckonable earnings are defined as those earnings that the
employee has received in accordance with these Instructions from the preceding 1 May
until termination date. Payment will be made in the month following termination of all
posts. The entry on the payslip will read “Part Leave Bonus”.

3.057.3       If a bonus has been paid in accordance with para 3.057.2 and the employee
due to receive a bonus in accordance with para 3.057.1 in the same reckonable year, the
previously paid bonus will be offset against the bonus in accordance with para 3.057.1.

3.057.4       Service in the LEN/LSA/LSS grades does not count towards qualifying
service for payment of a Leave Bonus.

3.057.5       Employees whose employment terminates will remain eligible to receive the
respective bonus, provided they have completed the 8 week notice period or their definite
contract comes to an end. Exceptions will be made where all or part of the notice period
is waived with the written agreement of the line manager, or resignation is due to:

       a.     The posting, on short notice, of the Head of Household.


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       b.     Domestic distress.

       c.     Incapacity for health reasons (a medical certificate to this effect will be
       required).

3.058 Employees will not be eligible if:

       a.    They have left their employment before 31 May and without completing the 8
       weeks notice period, except in the circumstances described in paragraph 3.057.5.

       b.    They have been dismissed (or are under notice of dismissal) for disciplinary
       reasons or on grounds of inefficiency.

       c.     They have resigned in instruction to avoid dismissal.

3.059 Breaks in service of up to a total of three months are to be ignored in determining
continuous service provided they were caused by resignation due to the in theatre transfer
of the Head of Household, or re-employment following redundancy or termination of a
definite employment contract. In addition where breaks in service exceed three months
due to a waiting period for security vetting clearance to be issued these are also to be
ignored provided an offer of employment, subject to security clearance being issued, has
been made. This provision will not apply where a Dependant has claimed a Gratuity for
his/her most recent period of service, in which case reckonable service towards a Leave
bonus will only count from re-employment.

3.060 - Spare

3.061 If an employee who has fulfilled the eligibility criteria subsequently leaves
employment there will be no liability for refund.




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SUB SECTION 4 - TERMS AND CONDITIONS OF SERVICE

Hours of Work

3.062 The regular hours of work for Dependants employed in BFG are as published in the
appropriate pay tables issued by LEC Sp Svcs, HQ BFG and held by GLSUs. However:

      a.     Dependant employees are not permitted to work over 10 hours in a working
      day without the authority of the OC GLSU.

      b.     Dependant employees aged 16 years and over, but under 18 years are not
      permitted to work in excess of eight hours per day and 40 hours per week. See
      also Sub Section 5 regarding the employment of Juveniles.

3.063 Extension of Hours of Work. The regular hours of work may be extended on the
authority of the Budget Holder or his delegated representative and if recommended by the
OC GLSU. Such authority should only be given where the permanent extension of the
working hours will be more economical than overtime and provided that the requirement of
the working time directive are not breached. Applications, giving full details of the
circumstances, are to be submitted by Units to the Budget Holder or his delegated
representative via GLSUs.

3.064 For Dependants employed in ‘H' and specific categories of the ‘K' Tariffs, the same
rules regarding extension of hours are to be applied as laid down for DEL.

3.065 Exceptionally, in the case of drivers, the Budget Holder or his delegated
representative, in consultation with the OC GLSU, may authorise the extension of regular
hours of work up to a maximum of 46.5 hours per week.

3.066 The additional regular hours of work authorised in accordance with paragraph
3.063 are to be remunerated at the basic hourly rate of pay for Dependants.

Work on Sundays and Public Holidays

3.067 Dependant employees are entitled to paid time off on the following Public Holidays:

           New Years Day                     All Saints Day (NRW)
           Boxing Day                        Christmas Eve
           Christmas Day                     Good Friday
           Corpus Christi (NRW)              Easter Sunday
           German Unity Day                  Easter Monday
           Whit Monday                       May Day
           Ascension Day                     Whit Sunday




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3.068 Line Managers are to arrange for Dependants to attend work on British Public
Holidays and military stand downs which do not coincide with the Public Holidays at
paragraph 3.067 unless:

      a.     Working hours can be rearranged under a local agreement.

      b.    There are overriding security considerations which cannot be satisfied by the
      attendance of a small military or UKBC supervisory staff.

      c.     Annual leave is taken.

3.069 For pay purposes Public Holidays are to be treated as follows:

      a.    When falling within a period of paid leave, they are to be treated as paid
      absence and are not to count against the leave entitlement.

      b.       Should a Public Holiday fall on a non working day; (Sat/Sun), no day off in
      lieu is to be granted.

      c.    Where they fall within a period of unpaid leave or there is at least one day of
      unpaid leave on the working days immediately preceding and following the Public
      Holiday, they are to be treated for all purposes as unpaid leave.

      d.      If preceded or followed by a day of unauthorised absence, or unpaid sick
      leave, (out of OSP and if applicable SSP) payment for the Public Holiday is to be
      forfeited.

      3.070 Dependant employees who, within their normal working conditions, are
      required to work regularly on Sundays or on authorised Public Holidays will be
      eligible for additional remuneration as follows:

      a.    Sunday. 25% for each hour worked on that day. Instead of the Sunday,
      one work free day without pay of complete 24 hours should be granted within the
      same, preceding or following working week. Where no work-free day can be
      granted 50% for each hour worked is payable.

      b.      Public Holiday. 50% for each hour worked on that day. Instead of the
      Public Holiday, one work-free day of complete 24 hours shall be granted within the
      same, preceding or following working week. Where no work-free day can be
      granted 100% for each hour worked is payable. This applies only to those days
      listed at paragraph 3.067.

      c.     Where Sundays and Public Holidays coincide Dependant employees
      required to work regularly on Sundays/Public Holidays are to be granted a work
      free day in addition to the provisions of paragraph 3.070b.

      d.    Where a Dependant is employed with a Tariff for which special conditions
      are applied to public holidays (e.g. Z Tariff), payment will be made in accordance
      with CTA II conditions which may differ from those at sub paragraphs a – c above.



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3.071 Employees, other than those covered by paragraph 3.070 will not be required to
work on Sundays and Public Holidays without the prior approval of the Budget Holder or
his delegated representative. British Holidays which do not coincide with Public Holidays
authorised at paragraph 3.067 are normal working days for Dependants.

Military Stand Downs

3.072 Employees who would be prevented from working because of a military stand down
may be required to take annual leave if there are genuine organizational reasons and/or
SHEF issues that require them to do so. In such cases, the prior approval of OC GLSU is
required and any employee’s dissatisfaction is to be considered on an individual merit and
case-by-case basis. Alternatively, the normal working hours may be extended by means
of a Supplementary Works Agreement in instruction to compensate for any employee’s
absence due to a unit stand down. Which method is adopted employee’s should be
notified before the commencement of the leave year. Any extensions of working hours will
only be possible, if working practices of the unit allow and with the prior approval of OC
GLSU. Such extensions of working hours will not attract payment of the supplements
detailed in 3.070

Work At Night

3.073 Dependant employees, other than those employed at Telephone Exchanges,
Hospitals, Medical Centres, as House Matrons in Boarding Schools or under H and P
Tariff conditions, are not to be permitted to work between 2100 hrs and 0600 hrs without
the prior approval of the Budget Holder or his delegated representative. Personnel
employed during these hours are to be paid at the basic hourly rate plus 25% for all hours
worked. Such hours are to be regular conditioned hours within the shift plan.

Overtime

3.074 Overtime hours are those worked in excess of the regular weekly full time hours for
a trade and grade. Employees who are contracted to part time work will only become
eligible for overtime rates of pay when overtime working takes them beyond the normal
weekly full time hours for their trade and grade. Where more than one job contract exists
then overtime is only applicable when 38.5 hours per week is exceeded in a single
employment. Overtime rates and conditions are as follows:

      a.     Weekdays. Employees who are required to work overtime will be paid the
      basic hourly rate of pay plus 25% supplement for all overtime hours worked. When
      time off in lieu (TOIL) for overtime is granted the 25% overtime supplement only will
      be paid.

      b.     Sundays. Where an employee is required to work overtime on a Sunday,
      the overtime hours worked are remunerated at the basic hourly rate of pay plus a
      25% overtime supplement and a Sunday supplement of 50%. If TOIL is granted
      only the 25% overtime supplement and the 50% Sunday supplement will be paid.




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        c.     Public Holidays. Where a Dependant employee is required to work
        overtime on any of the Public Holidays defined at paragraph 3.067 and exceeds
        his/her weekly conditioned hours, the overtime hours will be remunerated by the
        basic hourly rate plus a 25% overtime supplement and a Public Holiday supplement
        of 100%. If TOIL is granted only the 25% overtime supplement and the 100%
        Public Holiday supplement will be paid.

        d.     Sunday and Public Holidays. Dependant employees required to work
        overtime on a Sunday which coincides with a Public Holiday receive remuneration
        as set out at paragraph 3.074.c.

        e.    Shift Work. Overtime for shift workers, is defined as those working hours
        exceeding the total contracted hours within the current shift plan.

3.075 If supplements for Sunday and Public Holiday work coincide, or if supplements for
night duties and public holidays (at 100%) coincide, the higher supplement is to be paid.

Loss of Work Hours

3.076 If a Dependant employee loses working hours through no fault of his/her own, he/
she will be entitled to payment of the earnings he/she would have received had he/she
worked his/her normal hours.

3.077 If working hours are lost because of a temporary breakdown of operations, and
such time is at the employee's disposal, the employing/user unit may require that the
hours of paid absence be made up within a period of two weeks. The two week period
shall commence from the first work day following the end of the breakdown.

Leave

3.078 The annual leave year commences on 1 January and ends on 31 December.

3.079 Dependant employees will not normally be allowed to take paid leave during the
probationary period, but thereafter may take the full leave entitlement as calculated from
the date of engagement to the end of the leave year. Should an employee cease to be
employed before the end of the leave year, having anticipated the full leave entitlement, a
deduction for non-entitled days will be made from final pay.

3.080 Leave Entitlement. The normal leave entitlement is as follows:

        a.    For employees conditioned to a five day working week: 30 working days per
        year.

        b.    For employees conditioned to a six day working week: 36 working days per
        year.

        c.      For employees who work less than five days per week the following formula
        is to be used:

               Number of contracted working days in the year x 30
                                    250
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      d.     Employees with definite contracts. Individuals issued with a definite
      contract of employment and who work regular hours are to be allocated leave on a
      pro-rata basis taking into account length of service.

      e.     Casual Employees. Individuals employed on a supply or bank basis, i.e.
      Bus Escorts, Invigilators, Youth Workers, receive an hourly rate which already
      includes the holiday payment. Employees with other grades receive an additional
      payment in month to cover the holiday pay.

3.081 Employment Not Covering the Full Leave Year.             The leave entitlement for
employees who commence employment after the start of the leave year or whose
employment does not otherwise cover the leave year will be entitled to 1/12 of the
entitlement for each month in employment. Employment of at least 15 calendar days
within a month will, when calculating leave, be classified as a full month. If employees
who work a five days a week, terminate their employment between the 1 July and 31
Aug, they will be entitled to a minimum of 20 days leave, provided they have been working
for a minimum of 6 months prior to the point of termination. This takes the minimum leave
entitlement into consideration in accordance with the German Federal Leave Law.
Thereafter the 1/12th rule applies once more. Dependant employees leaving on retirement
are entitled to the same leave provisions as contained with CTA II Article 33, 4(c).

3.081a If the distribution of working hours is changed during the leave year either
indefinitely or temporary, the calculation shall be based on the number of calculated
working days which would apply, had the distribution of working hours on which leave is
based applied to the whole leave year. In such cases, pay cannot be recovered for leave
taken in excess of the new entitlement for the remainder of that year. See also Paragraph
3.080c.
Example: An employee moving from a shift system with “16 shift holidays” in a year. If the
employee moves to a position with a regular 5-day week but has already taken 5 of his
shift holiday entitlements the following would apply when converting his remaining leave
entitlement for the year 5 shift holidays taken therefore 11 remaining. This equates to
11/16th of his original entitlement. This can now be converted to the regular 30 day
holiday cycle as follows: 11 x 30/16=20.62 rounded to 21 days remaining entitlement.
.
3.082 If a dependant employee falls ill whilst on leave the working days certified by a
doctor’s certificate as unfit for work shall not be counted as annual leave. Self-certified
sick forms are not acceptable in these circumstances and paid sick leave will only be
issued if a medical certificate is produced. The employee must resume work on the date
originally envisaged or, in cases of prolonged unfitness for work, immediately after fitness
for work has been established.

3.083 Special Paid Leave. Special Paid Leave may be granted by the Line Manager, in
consultation with OC GLSU upon application and proof of entitlement under the following
circumstances:

      a.     Up to three working days:

             (1)    Serious illness of spouse in extraordinary cases.

             (2)    Death of Spouse.
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     b.    Up to two working days:

           (1)    Own Marriage

           (2)     Death of a member of the immediate family; e.g.: children; including
           foster, adopted and step children, parents, brothers/sisters; including foster,
           adoptive or step parents or grand parents and parents in law.


           (3)    Illness of immediate family members; e.g. parents, brothers/sisters;
           including foster, adoptive or step parents or parents and parents in law,
           provided a doctor certifies that the person requires essential care which in
           the absence of others the employee must provide personally. In the case of
           children, including foster, adopted and step children sub paragraph 3.083g
           applies.

           (4)    Change of residence as a result of change of employment.

           (5)    Confinement of wife.

     c.    Up to one working day:

           (1)    Change of residence within Station (on the day of the move).

           (2)    Summons to appear before an authority, provided it is not caused by
           the employees own fault and loss of salary/wage is not compensated by the
           authority.

           (3)    Performance of general civic functions or public honorary functions.

           (4)    First visit to a physician.

           (5)     Silver Wedding of the employee. Note this entitlement must be taken
           within four weeks of the anniversary except in exceptional circumstances,
           which must be authorised by OC GLSU.

     d.     For the time needed for medical appointments that cannot be arranged
     outside working hours.

     e.     Where medical appointments require the travel to UK, a maximum of 3 days
     Special Leave may be granted upon the authority of OC GLSU provided that the
     appointment has been arranged by the BFG Health Service and that travel to and
     from the UK is publicly funded. This provision does not apply where an employee
     arranges a private medical appointment in the UK and travels at their own expense.




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      f.     Where Dependants are summoned to appear in a Legal Court as a witness
      (not as a defendant), a maximum of 3 days special leave may be granted upon
      authority of OC GLSU.

      g.      Illness of a child aged 18 and under. The ‘Special Paid Leave of Child’ form
      at Appendix 2 to Annex B of this Section is to be completed and is to be handed to
      the Line Manager/Supervisor immediately on return to work. The form must
      include the child's name. The release from work can, in the course of year be
      certified for various instances of illness of a child up to 10 days per child with a
      maximum of 25 days per family in a calendar year. The Line Manager/Supervisor
      is to confirm that the form has been completed correctly and forward a copy to the
      GLSU In cases where a dependant employee is required to accompany a child
      attending a medical appointment in the UK the provisions at paragraph 3.083e
      apply.

      h.     Dependants who hold positions on CSE School Advisory Committees may
      be granted ½ a day special paid leave on three separate occasions within the
      school academic year in instruction to attend committee meetings. Advance notice
      of 2 weeks will be required together with prove of Advisory Committee membership.

      i.      Where compassionate leave and official travel at public expense has been
      authorised for a service person or UKBC by HQ BFG J1 (or PM2 for UKBC) for the
      serious illness of their and/or their spouses registered as Emergency Contact/Next
      of Kin, 3 days Special leave and thereafter unpaid leave may be granted by OC
      GLSU so that the spouse may accompany the head of household.

3.084 Special paid leave may be granted:

      a.    Retrospectively if an application is made on return to work and it would be
      unreasonable because of the urgent nature of the requirement to have expected
      the employee to notify his/her unit beforehand of the circumstances.

      b.    Before annual leave is exhausted to enable a Dependant to use a
      reasonable amount of annual leave for holiday purposes.

      c.      In cases where special leave is granted under these provisions and where
      travel is necessary up to two days unpaid travelling time will be authorised.

      d.   Time off may be granted, dependant upon work commitments, to attend the
      AFF Annual Conference in BFG and Authorised Dependant Council Assemblies.

3.085 Education Leave. Dependant employees who have completed 6 months service
and have an entitlement to paid leave are entitled to 5 days education leave within a
calendar year, subject to the needs of the Service or is part of personal development and
with line management and OC GLSU approval. Education leave may be carried forward
to give a max entitlement of 10 days leave in two calendar years, but may not be taken in
advance.




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3.086 Paid education leave may be approved where a Dependant employee is
undertaking a course of study leading to a recognised educational or professional
qualification, certificate or diploma. Education leave should not be granted for the purpose
of revision for examinations, it may, however, be granted for examination attendance. The
criteria to be applied is that the course could normally be undertaken and examined within
the UK public educational system and in one of the following subjects, although the list is
not exhaustive:

         Business Studies                           Mathematics
         Cartography                                Modern Languages (including Welsh)
         Computing Science                          Philosophy
         Economics                                  Psychology
         Engineering                                Public Administration
         English                                    Scientific and Technological Subjects
         Environmental Studies                      Social Studies
         European Economic Community                Statistics
         Geography                                  Surveying
         History                                    Valuing
         Industrial Relations Law                   Work Study
         NVQ Training

3.087 Dependant employees should apply for education leave in writing to their line
manager with the details of the course they are undertaking, the qualification they are
working towards and leave dates sought. Applications for Educational Leave are to be
submitted at least 6 weeks in advance, however, line management should exercise
flexibility in situations where due to the nature of the course being undertaken etc it is not
possible to provide the requisite notice period.

3.088 Leave Carried Forward. Transfer of leave up to a maximum of one week to the
following year may be permitted only where urgent operational or personal reasons such
as illness prevent the taking of leave by 31 December. In such cases leave must be
applied for before 31 December and is to commence before 31 March of the following
year unless the employee is prevented by unfitness for work in which case the leave is to
be commenced within two months of the establishment of fitness for work. The authority
of OC GLSU/OC Cat B Unit is required in all circumstances where Leave is to be Carried
Forward.

3.088a. Transfer of Leave. Dependant Employees transferring between BFG Agencies
without a break in service remain employed with the same employer i.e. the Crown and
cannot therefore be legally required to take their leave prior to the transfer to another
Dependant Employment. However, wherever possible employees should be encouraged
to take outstanding leave prior to transfer and any carry-over leave to a new post must be
agreed with the GLSU prior to taking up the new post.




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3.089 Payments in Lieu of Leave. Payment in lieu of leave may not be made during a
period of employment. Dependants are not permitted to take leave after their termination
of employment. Where, due to operational reasons, an exceptional payment can be made
for any entitled leave an employee has been unable to take before their last day of
service. Such payment may only be made with the written authority of the Budget Holder
or his delegated representative. It is not permissible to make payments in lieu of leave in
cases of transferring to another agency because the employee's employment relationship
does not end.

3.090 Unpaid Leave. Unpaid Leave should only be permitted on compassionate grounds
where travel outside BFG is necessary. Under no circumstances should unpaid leave be
considered an entitlement. Unpaid leave on compassionate grounds is granted at the
discretion of the User Unit in consultation and with approval of OC GLSU. All other cases
for the granting of Unpaid Leave are to be referred to OC GLSU/OC Cat B Unit for a
decision.

       a.    Where Unpaid Leave is taken over a public holiday, the provisions of
       paragraph 3.069 apply.

       b.     Unpaid maternity leave is dealt with at paragraph 3.106.
       c.     Unpaid parental leave is dealt with at paragraph 3.125.

3.091 Up to two weeks unpaid leave per calendar year may be granted to employees in
instruction to allow participation in exercises or training camps of the UK Territorial Army.
This unpaid leave may only be authorised by the OC Employing Unit/User Unit after
consultation with the OC GLSU.

3.092 Periods of unpaid leave are to be ignored in determining incremental dates (see
paragraph 3.038).

Sickness

3.093 Occupational Sick Leave. Paid sick leave is applicable from the commencement
of employment. There is no entitlement to such pay within a period of unpaid leave.

3.094 Entitlement to paid sick leave is dependent upon the production of self-certified or
medical ’Statement of Fitness for Work’ for each day of sickness. The Employer reserves
the right to withdraw paid sick leave where no valid sick certificate is supplied in the way
previously described or in cases where the sickness is as a result of misappropriate
behaviour on the part of the employee.

3.095 Maximum permitted paid sick leave in any 12-month period is 10 working weeks for
all
Dependant Employees. For this purpose breaks in service occurring during the twelve
month period will be ignored and where more than one contract of employment has been
in operation over the 12 month period, all sickness will be aggregated towards the 10
week total.

(Note: Employees who remain continuously sick over the eligibility cycle have no
recurring entitlement to paid sick leave.)


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3.096 Employees contracted to work on a regular basis as group 3 or 4 will be due sick
pay
based on work patterns in the preceding 3 month period, or according to a forecast of
hours for the current month provided by the Line Manager.

The following arrangements for notification and certification apply:

      a.     If a Dependant is unfit for work they or someone on their behalf, must notify
      the employing unit on the first day of absence. If the period of sickness lasts for
      seven calendar days or less the employee, on return to work, must immediately
      present a self-certified sick form to his/her employer. A self-certified sick form
      cannot be backdated more than two days. See Annex B to this section . If the sick
      absence exceeds seven calendar days a ‘Statement of Fitness for Work’ Certificate
      issued by a doctor must be obtained. Sick leave without a ‘Statement of Fitness for
      Work’ Certificate or a self certified sick form is not admissible and any days of
      sickness not covered by a certificate will be deemed as unauthorised absence.
      Employing units are to forward all sick certificates to the Pay Bureau without delay.
      Dependants may certify themselves sick up to four times in a period of 12 months.
      Any subsequent periods of absence through illness must be supported by a
      doctor's certificate. A doctors Statement of Fitness for Work Certificate will be
      required for subsequent periods, although in exceptional circumstances SSP may
      be payable without a doctors certificate.

      b.      Once a Statement of Fitness for Work Certificate (see Appx 1 to Annex B)
      has been issued for any period of sickness, further self-certified sickness forms will
      not be accepted unless the employee has resumed work for at least one full day.
      Any period of self-certified sickness immediately following a doctor's certificate will
      be treated as unauthorised absence.

      c.      Backdated Statement of Fitness for Work Certificate by more than two days
      will only be accepted in exceptional circumstances.

      d.       When an individual falls ill during a period of paid or unpaid leave, and they
      wish to claim back the paid leave days, they should obtain a Statement of Fitness
      for Work Certificate to cover the period of illness. If on unpaid leave the individual
      will remain on unpaid leave as this cannot be amended to sick leave. The individual
      is further required to inform the employing unit or their parent GLSU as soon as
      possible about this unfitness for work and its expected duration. If abroad (ie
      outside Germany) the individual is also required to inform the employing unit, or the
      GLSU, by the fastest possible means about the expected length of sickness and
      the contact address whilst overseas. Reasonable costs for this notification may be
      refunded by the employer provided receipts are obtained. Paid leave days only may
      be credited back to the employee’s leave record on receipt of a certified doctors
      sick note covering the period of the unfitness for work. If an individual falls ill on
      their first day of unpaid leave and a Statement of Fitness for Work Certificate is
      provided at that time then the period covered by the certificate will be recorded as
      sick leave.




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       e.     In circumstances where it is considered that an individual is abusing the use
      of the self-certified certificate, the Head of Agency may request that the dependant
      employees submits a Statement of Fitness for Work certificate for each period of
      sickness absence. However, before contemplating such action the employee is to
      be formally interviewed by the Head of Agency and advised of the reason for taking
      such action. At this interview is should be pointed out that the employee retains the
      right to appeal using the normal grievance procedure.

3.097 Sickness Benefits. Dependant employees are entitled to remain on full pay during
periods of sickness up to the limits detailed at paragraph 3.095. Dependants are not
permitted to draw either pay and sickness benefit or Statutory Sick Pay (SSP) and
sickness benefit at the same time. All Dependant employees are to certify their
acknowledgement of this obligation by completing the certificate at Annex C to this section
upon engagement. The certificate is to be retained by the GLSU.

3.098 An employee who does not qualify for sick pay from BFG, having been sick beyond
the maximum period allowed at paragraph 3.095, may still be entitled to receive SSP or to
claim UK sickness benefits. Similarly, an employee who is not entitled to SSP may be
entitled to claim sickness benefit. Detailed advice should be sought from the GLSU who
will obtain SSP exclusion form from the LEC Pay Bureau, CCC Section (see para 3.104).

3.099 Statutory Sick Pay. Dependant employees are entitled to receive Statutory Sick
Pay (SSP) to a maximum of 28 continuous weeks in any three year period, provided they
satisfy HM R&C eligibility criteria which may be obtained from the GLSU.

3.100 To qualify for SSP there must be a period of incapacity for work (PIW) of four or
more consecutive days of sickness (Sundays and Public Holidays are included).

3.101 SSP is only paid for days on which the employee would have worked and any
public holidays which occur during a period of sick leave. Such days are termed as
‘qualifying days'. There must be at least one qualifying day in each week. However, if the
employee is not due to work in a particular week the qualifying day for that week is
deemed to be the Wednesday. (A week for this purpose begins on Sunday).

3.102 SSP is not paid for the first three qualifying days except where two PIWs are less
than 56 calendar days apart, in which case the PIWs are considered to be linked and the
three waiting days in the second PIW are waived.

3.103 Occupational Sick Leave. Where an individual is entitled to payments of both
Occupational Sick Pay and Statutory Sick Pay both schemes will run concurrently and the
amount of Occupational Sick Pay will equal the difference between Statutory Sick Pay and
the employees normal full basic rate of pay. Once Occupational Sick Pay has been
exhausted the employee may be entitled to receive SSP only (see paragraph 3.099)

3.104 If on the first day of a PIW a Dependant does not qualify for SSP for any reason, or
they have received their full SSP entitlement, a form is issued to the employee by the Pay
Bureau enabling the employee to claim Sickness Benefit from the IR




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3.105 The employees average weekly earnings determine whether SSP is payable.
Rates of SSP and earnings threshold are published annually by the inland revenue and
are revised on 6 April each year. SSP is paid at Sterling rates converted to Euro at the
current General Accounting Rate (GAR).

Maternity

3.106 Time Off for Antenatal Care/Introduction to Parenthood Courses.
An expectant mother is entitled to time off to keep appointments for antenatal care. This is
not restricted to medical examinations. It could, for example, include relaxation classes
and parent craft classes as long as they are advised by a registered medical practitioner,
registered midwife or registered health visitor. Evidence of the appointment may be
requested by the line manager and, where necessary, a certificate of pregnancy signed by
a doctor or midwife.

3.107 Maternity Leave. In addition to Antenatal Care /Introduction to Parenthood
courses, a maternity leave entitlement of 52 weeks exists for all expectant mothers
regardless of length of service. The 52 week maternity leave period is broken down into
two periods. It should be noted that maternity leave and any entitlement to pay during this
period, which is known as Statutory Maternity Pay (SMP) are two separate entitlements.

3.108 Ordinary Maternity Leave. A Dependant employee is entitled to 26 weeks
Ordinary Maternity Leave (OML), or as much of that period as they wish to take,
regardless of length of service with the employer. The 26 weeks OML is regarded as
working time for the calculation of annual leave and is counted as reckonable service for
Christmas and Leave bonuses (for those eligible grades), Gratuities and Incremental
Assessment.

3.109. The employee has the right to return to work in the post and grade she occupied,
irrespective of her length of service or hours of work. If the post has been disestablished
during her absence on OML she has the right to return to a post with the same grade and
pay and in the same geographical location.

3.110 To establish her entitlement to maternity leave the employee is to:

      a.     Inform the GLSU of the start date of her maternity leave no later than the
      end of the 15th week before EWC.

      b.     Produce a certificate of the expected confinement. (see paragraph 3.114)

3.111 The earliest date at which a dependant can elect to start OML is the beginning of
the 11th week before the EWC. The actual start of OML will be the earliest of:

      a.     The intended start date which she has notified.

      b.     An employee who is absent from work due to illness will normally be able to
      take sick leave until she starts maternity leave on the day notified to her employer.
      However, if the absence is related to her pregnancy, the maternity leave period
      starts automatically on the day after the first day of absence following the beginning
      of the 4th week before the expected week of childbirth.


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      c.     The day that follows the day on which childbirth occurs.

3.111A In the latter two cases the employee must notify the GLSU as soon as is
reasonably practicable, and in writing that her absence is wholly or partly because of
pregnancy, or that she has given birth. A woman will not be entitled to maternity leave if
she does not notify the GLSU that she has given birth and of the date on which the birth
occurred.

3.111B        A minimum of two weeks maternity leave (within OML period) must be taken
following the birth. This is known as Compulsory Maternity Leave.

3.112 Additional Maternity Leave (AML) Additional Maternity Leave lasts for up to 26
weeks and, if taken, must follow immediately after OML. 26 weeks AML is to be regarded
as working time for the calculation of contractual annual leave. The AML period is
counted as continuous service for Christmas and Leave bonuses (for those eligible
grades), Dependant Gratuities and incremental assessment. The right to return to work
remains (in the same geographical location) although where it is no longer possible for an
employee to return to the same post, alternative employment may be offered such as is
appropriate to her in the circumstances.

3.113 Annual Leave An employee will normally be entitled to their full annual leave
accrued during the OML/AML period. Should employment cease during the maternity
absence then leave will be calculated on a pro rata basis up to the termination date. It is
not possible to take annual leave and maternity leave at the same time. Any outstanding
leave for the current year should where possible be taken prior to the commencement of
the maternity leave period if this runs up to or beyond the 31 st December. If the employee
is on maternity leave into the new year, then any outstanding leave for the new leave year
is to be taken after cessation of maternity leave in the normal manner.

3.114 Statutory Maternity Pay Dependant employees who satisfy the conditions laid
down by the IR are entitled to Statutory Maternity Pay. Administration of SMP records and
subsequent payments are handled centrally through the LEC Pay Bureau. Details are as
follows:

      a.      An employee must have been employed by BFG without a break for at least
                                                                      th
      26 weeks including (and ending with) the qualifying week (the 15 week before the
      baby is due). The employee must have been employed at least one day in the
      qualifying week. Cases where there have been a break in service of less than 3
      months may be considered upon provision of details to the LEC Pay Bureau.

      b.     “To be entitled to SMP there is a legal requirement for the employee to notify
      her employer of certain information. It is essential that the certificate at Annex D to
      this section forms part of the initial Induction Pack, as handed to employees on
      taking up employment. The certificate itself does not require signature but the
      employee should sign for the Induction Pack as a whole”

      c.     On confirmation of pregnancy the employee is to present to the
      GLSU/Cat 'B' Unit , IR Form Mat B1 (Maternity Certificate), which is a certificate of
      expected confinement signed by a Doctor or UK registered Midwife. If such forms
      are not available, a locally produced certificate at Appendix 1 to Annex D of this
      Section may be used.

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      d.     On receipt of Maternity Certificate the GLSU is to complete the 'Notification
      of Pregnancy Certificate', at Appendix 2 to Annex D to this section, and forward it to
      the LEC Pay Bureau. If, subsequently, details change an amended 'Notification of
      Pregnancy Certificate' is to be forwarded.

      e     On receipt of the 'Notification of Pregnancy Certificate' and Form Mat
      B1 the LEC Pay Bureau will determine whether SMP is admissible and if so notify
      the employee direct by letter. If the employee is not entitled to SMP the employee
      will be forwarded a Form SMP 1 and Claim Form MA 1, together with instructions
      on how to claim Maternity Allowance.

3.115 Statutory Maternity Pay - Rules/Qualification

      a.     The employee has to have been in continuous employment with BFG for at
      least 26 weeks ending with the 15th week before EWC (known as the qualifying
      week).

      b.     The employee's average weekly earnings in the eight weeks up to and
      including the qualifying week (or equivalent if paid monthly) have been at least
      equal to the lower earnings limit for National Insurance Contributions.

      c.   Provided 'a' and 'b' are met the employee will be entitled to SMP for up to a
      maximum of 39 weeks.

d.    The SMP period can begin:

             (1)    The day after childbirth occurs.

             (2)    The day following the day after the beginning of the fourth week
             before EWC on which the woman is absent from work due to pregnancy
             related reasons.

             (3)  Early birth - where the woman has to stop work and
             commence OML.

      e. In cases where a woman leaves her employment at any time (resigned
      from employment) before the SMP period has started, but after the beginning of the
      11th week before EWC and not later than a week immediately following the week in
      which she is confined, the first week of the SMP period shall be the week after the
      week in which her employment ends.

      f.   SMP will be paid at the following rates:

             (1)    For the first six weeks, 90% of the average weekly earnings

             (2)     The remaining weeks (33) at the IR rate or 90% of the average weekly
             pay if less than the current IR rate.




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        g.     SMP is paid whether the employee intends to return to work or not. It is only
        paid when not being paid by MOD. This means that the employee is not permitted
        to work or be on normal paid leave during the time she is in receipt of SMP.

        h.      A woman will be entitled to SMP provided she leaves work after the start of
        the 15th week before EWC. SMP will not though be paid until the 11th week before
        EWC. It is the employee's decision whether to stop work on this date or work on.
        Pregnancy related absence in the last 4 weeks before EWC will automatically
        trigger the start of OML and consequently SMP if entitled.

        i.     It is the employee's decision as to how long they wish to claim SMP, but
        regulations state that the 26 weeks OML must include 2 weeks Compulsory
        Maternity Leave from the date of birth.

3.115A Stillbirths

Even if the baby survives only for an instant it is a live birth and the employee will be
entitled to receive SMP if eligible. If the baby is stillborn earlier than the 25 th week of the
pregnancy, the employee will not be entitled to SMP, but may be entitled to SSP on
production of the appropriate doctors medical certificates. If the baby is stillborn after the
start of the 25th week of the pregnancy, the employee will be entitled to the same SMP
that they would have received if the baby had been alive.

3.116       Returning To Work/Termination

If an employee returns to work at the end of the full 52 weeks of maternity leave, they do not
need to provide any further notice.

        a.     The day they return to work will normally
        be the first working day 52 weeks after maternity leave commenced. If they wish to
        return to work before the end of the full maternity leave period, they must give GLSU
        eight weeks notice prior to the new date of return.

        b.     If an employee attempts to return to work
        without giving eight weeks notice, then GLSU may postpone the return until the full
        eight weeks notice has been given. If an employee decides not to return to work or the
        head of family is posted during the maternity leave, then the employee must inform
        GLSU in writing giving the necessary notice period.

        c.     If the employee has made it clear from the start that they do not wish to return
        to work then the contract will normally be terminated following the 52 weeks maternity
        absence. Irrespective of this, payment will continue until the end of the 39 weeks SMP
        period. If they are posted during their maternity leave period then the contract is to be
        terminated taking the normal notice period of 4 weeks into account..
        For the entire OML/AML period the normal contractual rights for both parties apply.
        Therefore in order to qualify for a gratuity the employee must give the correct notice
        apart from the normal exceptions made within Standing Instructions.




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      d.      Should the employee not report for work on the expected date, then the GLSU
      is to write to them explaining that as an Employee they were obliged to inform the
      Employer if they had decided not to return to work after their Maternity Leave or if they
      were hindered in doing so. The GLSU is to request that the Employee confirms their
      intention not to return to work or why they are currently hindered in doing so as soon as
      possible. Further to this it is to be stated that should nothing be heard or the reason for non-
      return be unjustified, then the contract of employment will be terminated 28 calendar days
      following the date of issue (date in letter heading).

3.117 Maternity Allowance (MA)

      a.    If an employee is not entitled to SMP, they may be entitled to Maternity
      Allowance (MA). To be entitled, an employee must have been employed and/or self-
      employed for at least 26 weeks in the 66 weeks up to and including the week before
      the baby is born. This 66 week period is known as the Test Period.

      b.     Part weeks are counted as full weeks and an employee must have earned on
      average at least £30 or more a week over any 13 weeks in the Test Period. Maternity
      Allowance starts at the earliest from the 11 th week before the week the baby is due
      and the latest from the day following the birth. It is paid for a maximum of 39 weeks.
      MA will start from any day after an employee has stopped work to have the baby. This
      means that the MA should start from the first day of the maternity leave. However, if
      the baby is born before the start of the 11 th week or before the start of the MA pay
      period, then MA will start from the day following the birth of the baby.

      c.     Additionally, if the employee is absent from work wholly or partly because of
      pregnancy on or after the beginning of the 4 th week before the expected week of
      confinement, this will trigger the start of the Maternity Allowance Period. It will start
      automatically from the day following the first complete day the employee is absent
      from work for a pregnancy related illness. MA is normally paid at a standard weekly
      rate and this can be seen at the LEC website under www.bfgnet.de/lecsupport, or
      90% of the average gross weekly earnings, whichever is the lower. MA is only paid in
      the weeks the employee is not being paid by her employer. This means that the
      employee is not allowed to work or be on leave during the time they receive MA.

3.118 Notification Of Pregnancy

.     a.     To take maternity leave the employee must inform the GLSU no later than the
      end of the 15th week before the baby is due (or as soon as is reasonably practicable)
      that they are pregnant, when the expected week of childbirth is and when they wish to
      commence their maternity leave. They are not required to state a return to work date
      when they inform GLSU of the pregnancy. The GLSU is to write to the employee within
      28 calendar days of receiving the Notification of Pregnancy form, to advise the
      employee of the end date of the maternity leave period. This notification is to be a
      comprehensive guide, advising the employee of their rights and duties and giving clear
      information on procedures and the sequence of events.

      b.     An employee can change the date they wish to start their maternity leave as
      long as they notify GLSU of the new start date 28 calendar days before the date they
      originally intended to start maternity leave or 28 calendar days prior to the new date,
      whichever is the earlier.

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      c.       Once the employee is within 20 weeks of the birth of the child they are to
      produce a certificate of confinement (MATB1 (Maternity Certificate) which is to be
      signed by a doctor or midwife. It must be stressed here that the document will only be
      valid if it has been signed and stamped within the 20 week period. An example of this
      document can be seen at Appendix 1 to Annex D of this section.

      d. Once submitted by the employee, this document can be forwarded to the LEC
      Pay Bureau together with the official application for maternity pay (Appendix 2 to
      Annex D to this section). Particular care must be taken when completing this
      document, especially in informing the employee that payment can be made to a UK
      address if required.

3.119. Returning from Ordinary Maternity Leave. The GLSU is to write to the
employee within 28 days of receiving the Notification of Pregnancy form advising them of
the date when they are expected back at work. The date will be the first working day 26
weeks after the commencement of OML. Where a woman wishes to return to work early
from OML she must give the GLSU eight weeks notice of the date of her return. However,
in cases where the GLSU has failed to notify the employee with 28 days of receiving the
notification of pregnancy of her return to work the employee will be under no obligation to
give notice of an early return nor will the GLSU be able to postpone her return.

3.120 Returning from Additional Maternity Leave. The GLSU is to write to the
employee who has an entitlement to AML within 28 days of receiving the notification of
Pregnancy advising them of the date when they expected back at work. The date will be
the first working day 52 weeks after the commencement of OML and AML periods.
As with OML where a woman wishes to return to work early from AML she must give the
GLSU eight weeks notice of the date of her return. Also in cases where the GLSU has
failed to notify the employee with 28 days of receiving the notification of pregnancy of her
return to work the employee will be under no obligation to give notice of an early return nor
will the GLSU be able to postpone her return.

3.121 Keeping in Touch (KIT) days

Employees may, in consultation with their working unit and GLSU carry out up to ten days
work, known as “Keeping in Touch Days” at any stage during the maternity leave period,
except during the first two weeks after the baby is born.

      a.      The type of work that can be undertaken on Keeping in Touch Days is a
      matter of agreement between the employee and their working unit. They may be
      used for any activity which would ordinarily be classed as work under the current
      contract, but can also be used for example, for attending a conference, undertaking
      a training activity or attending a team meeting.
      b.      The employee will be able to work under contract of service for the employer
      for up to 10 days during the Maternity Pay Period (MPP), which is 39 weeks,
      without losing any SMP. For those in receipt of MA, they are also entitled to up to
      10 days during the Maternity Allowance Period (MAP) i.e. 39 weeks without losing
      MA.
      c.     An employee is not required to work during maternity leave if they do not
      wish to.


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      d.     Any work an employee carries out as a KIT day, even as little as half an hour
      for example, will be counted as a whole day for KIT days. They can be taken as
      single days; in blocks of two or more days; or can be taken consecutively.
      e.     Once the employee has used up the 10 KIT days and further work is carried
      out, then the employee will lose a week’s SMP for the week in the MPP in which
      work has been carried out. If a week in the MPP contains only KIT days, the
      employee will be paid SMP for that week.
      f.     If a week in the MPP contains the last KIT day and the employee does a
      further days work in the same week for the employer they will lose SMP for that
      week or in the case of MA, a days MA for any day on which they worked. The
      employee must tell their Jobcentre Plus office if they do any work for an employer
      (including work they do on KIT days) in the MAP.
      g.    For any KIT days that an employee works under contract of service for the
      employer paying them SMP, the employer must pay SMP for that week as a
      minimum.
      h.     KIT attendance hours are to be recorded on the BFG 24.

3.121A KIT remuneration outside of the SMP period
      a.       Should any of the KIT days be taken in the last (unpaid) period of Additional
      Maternity Leave, then this is to be remunerated at the usual daily pay rate for the
      tariff in which the employee works.

      b.     KIT attendance hours must be recorded on the BFG Form 24.

3.122 Health And Safety At Work

      a.     Employers are required to protect the health and safety at work of all
      employees, including new and expectant mothers. The Management of Health and
      Safety at Work regulations 1999 require employers to assess risks to their
      employees, including new and expectant mothers and do what is reasonably
      practicable to control those risks.

      b.     To meet their legal obligations, employers are required to carry out a specific
      risk assessment, paying particular attention to risks that could affect the health and
      safety of the new or expectant mother or her child. GLSU is to instruct Line
      Management to carry out a risk assessment once the employee has informed them
      of the pregnancy.

3.123 Adoption Leave

Adoption Leave is available to employees who are newly matched with a child for adoption
by an approved agency and who have 26 continuous weeks BFG service leading into the
week they are notified of the adoption.
For the most part Ordinary Adoption Leave (OAL) and Additional Adoption Leave (AAL)
provisions mirror those for OML and AML.




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       a.      The “Notification of Adoption” proforma contained at Appendix 3 to Annex D
       to this instruction is required by the GLSU and LEC pay Bureau. Appended to this
       proforma a copy of the “matching certificate/placement letter will be required to
       allow adoption leave. If the child is from a country which doesn’t provide a
       matching certificate then the person is not eligible for adoption.

       b.     OAL will be 26 weeks. AAL will also be 26 weeks.

       c.     If the placement is not successful and ends during the adoption leave period,
       or the child dies, then the employee will be allowed to continue the leave for a
       maximum of 8 weeks after the placement ends.

       d.     The employee must notify the GLSU of an intention to take OAL within 7
       days of being notified by the adoption agency, unless not reasonably practicable
       (This to include when the child is due to be placed and when the adoption leave is
       to commence).

       e.     It can be taken by either of the parents and is available for those adopting a
       child up to aged 18.

       f.    The earliest date on which leave can begin is 14 days before the expected
       week of placement.

       g.     An employee can change the date they wish to start their Adoption Leave as
       long as they notify GLSU of the new start date 28 calendar days before the date they
       originally intended to start adoption leave or 28 calendar days prior to the new date,
       whichever is the earlier.

       h.   As with the standard maternity regulations an employee who wishes to
       change their date of return from adoption leave is required to give 8 weeks notice.

       i.     As with the standard maternity regulations, adoption leave carries the right to
       return to work and protection from detriment and dismissal.

Adoption Leave is not applicable where a child is not newly matched for adoption (e.g.
where a step-parent is adopting a partner's child). It is only available to one member of a
couple who are adopting. Only one period of leave is available irrespective of how many
children are adopted as part of the same arrangement.

3.124 Statutory Adoption Pay (SAP)

SAP will be paid for 39 weeks at the standard rate of SMP (current HM R&C weekly rate
or 90% of average weekly earnings if this is less than the weekly HM R&C rate). The
difference is that the 15th week period is calculated at the time the parents are matched
with the child i.e. 26 weeks service at this time triggers off longer leave and pay. At that
time a matching certificate is issued to the parents similar to the MatB1 issued for
maternity.




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6200
3.125 Parental Leave (PL) Entitlement

A dependant employee is entitled to 13 weeks PL in respect of each child, born or
adopted. Periods of PL are to be unpaid. Periods of sickness during PL will continue to
be regarded as PL. A parent of a child eligible for a ‘disability living allowance’, who
qualifies for PL in all other respects is entitled to 18 weeks PL.

      a.        To qualify for the right to be absent from work on PL, an employee must
      fulfill the following conditions:

             (1)    Continuous Service. The employee must have one years'
             continuous service as at the date of starting PL.

             (2)   The Child. The child in respect of which PL is sought must either:

                   (a)     Not have passed their 5th birthday throughout PL (18th birthday
                   if the child is disabled).

                   Or

                   (b)    Have been placed with the employee for adoption on or after
                   15 December 1999, and must not have passed their 18 th birthday.
                   Additionally, the right to PL in respect of that child expires on the fifth
                   anniversary of placement for adoption.

                   (c)   Be born or adopted on or after 15 December 1999 and have
                   been awarded disability living allowance, in which case PL can be
                   taken up until the child's 18th birthday.

      b.     Applying for Parental Leave. An employee is required to give 21 calendar
      days notice of their wish to take PL and provide certain evidence of their
      entitlement (birth certificate/adoption instruction). Notice does not have to be in
      writing. Leave may be taken only in multiples of a week. If a part of a week is
      taken, it counts as a whole week. However, if the child is disabled PL can be taken
      in multiples of a day. The maximum amount of PL to be taken in any one year is 4
      weeks for each child. For each employee, their year is determined by the
      anniversary of when they first became entitled to PL in respect of that child.

      c.     Paternal Parental Leave. Fathers wanting leave starting when their child is
      born need to give at least 21 calendar days' notice before beginning of the
      expected week of childbirth, stating the expected week of childbirth and the amount
      of leave to be taken.

      d.     Adoptive Parental Leave. Those who want leave starting when a child is
      placed with them for adoption should give 21 calendar days notice before the
      beginning of the week of expected placement specifying the week in which
      placement is expected and the amount of leave to be taken. Where it is not
      reasonably practicable to give 21 calendar days notice, the adoptive parent must
      give notice as soon as is reasonably practicable.



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     e.     Other Child-Care Parental Leave. In other cases the employee must give
     21 calendar days notice specifying when they want the leave to start and the
     amount of leave to be taken. Evidence of the age of a child and of parental
     responsibility for the child is to be provided.

     f.    Postponing Parental Leave. GLSU may not postpone requests for
     Paternal or Adoptive PL. Other requests may be postponed once in
     circumstances where the GLSU considers that the operation of the business would
     be unduly disrupted. The postponement must:

            (1)     Be in writing.

            (2)     State the reason for the postponement.

            (3)     Defer leave by no longer than 6 months.

            (4)   Specify the start and finish dates for leave of the same length as had
            been requested.

     g.      The notice of postponement must be given to the employee no later than 7
     calendar days after the employee's request for PL. If postponement results in PL
     falling after the fifth anniversary of the child's birth or adoption, it may still be taken.

     h.     During Parental Leave. During PL an employee is entitled to the benefit of
     terms and conditions of employment prescribed by regulations, which would have
     applied if they had not been absent (excepting those terms and conditions about
     remuneration).

     i.      Ending Parental Leave. Employees taking 4 weeks PL or less have the
     right to return to the job in which they were employed before the absence. Where
     leave in excess of 4 weeks has been granted, and in situations where PL follows on
     directly from AML, there is the right to return to their job, unless it is not reasonably
     practicable for the employer to permit this, in which case they are to return to a job
     which is both suitable and appropriate for them to do in the circumstances.

     j.     Terms and conditions as to remuneration must be no less favourable than if
     they had not been absent since the start of PL. If a woman takes PL immediately
     after AML, the terms and conditions on which she re-starts must be no less
     favourable than when she started her OML.

     k.    If the employee is not to return to work at the end of PL (or, indeed, during it)
     the ending of employment will require resignation.

     Where an employee decides not to return, GLSU should ensure that the necessary
     formalities concerning resignation are in place, so that it can be shown as the
     reason for ending employment and the effective date of termination (EDT) is plain.




SI BFG                                       3-40                                     AMDT 18
6200
Ordinary Paternity Leave (OPL)

3.126 OPL allows eligible employees to take one or two consecutive weeks absence, but
not two separate weeks, for the purpose of caring for a child or supporting the mother.
The qualifying conditions are: The employee must:

      a.     Give the right evidence and notice 28 days before the start of the OPL pay
      period, unless there is a good reason for late notification.

      b.     Have been employed continuously for

             (1) At least 26 weeks into the Qualifying Week and continue to work up until
             the date the baby is born.

             (2) At least 26 weeks into the Matching Week and continue to work until the
             date the child is placed with the adopter.

      c.    Have average weekly earnings (AWE) which are not less than the Lower
      Earnings Limit (LEL).

      d.     Be biological father, mother’s husband, civil partner or partner (this includes
      mother’s female partner in a same sex relationship), and who is taking time off to
      support the mother or care for the baby. For adoption of a child be someone
      adopting a child with their partner, or the partner of someone adopting a child on
      their own and the adoption is being arranged through an adoption agency in the
      UK, or for adoption from abroad the adopter has received Official Notification.

Further useful information as well as current UK Government application forms can be
found under: www.dwp.gov.uk/lifeevent/famchild


3.126A Ordinary Statutory Paternity Pay (OSPP)

      a.   OSPP is paid for one or two whole weeks at the lower of the Statutory
      Weekly amount or 90% of Average Weekly Earnings (AWE).

      b.     OSPP for birth should be taken:

             (1)    Any time up to eight weeks after the date of birth.

             (2)   If the baby was born early, up to eight weeks after the Sunday of the
             week in which the baby was due.

      c.     OSPP for adoption should start:

             (1)    On the date the child is placed, or the day after that if they were at
                    work
             that day.

             (2)    At a predetermined date later then above, but ending not more then
             eight weeks after the date the child is placed with the adopter.
SI BFG                                      3-41                                   AMDT 18
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Additional Paternity Leave (APL) – births – adoption

3.127 Additional paternity leave allows eligible employees (usually fathers) to take up to
26 weeks leave to care for their new child, possibly with additional statutory paternity pay.
This leave and pay is only available to qualifying employees if the mother, or co-adopter,
has returned to work. Special provisions apply if the mother or co-adopter dies during
their maternity or adoption leave or pay period. Employees can start their additional
paternity leave any time from 20 weeks after the child is born, the leave must have
finished by the child’s first birthday.
In the case of adoptions employees can take their additional paternity leave any time
between 20 and 52 weeks after the child starts living with the adopter (is placed for
adoption) or arrives in Great Britain from overseas. A minimum of two weeks and a
maximum of 26 continuous weeks’ leave can be taken.

3.127A        For an employee to qualify for additional paternity leave they must:

     a.       Be the father of the baby and/or the husband or partner (including same-sex
     partner or civil partner) of a woman who is due to give birth on or after 3 April 2011 –
     a partner is someone who lives with the mother of the baby in an enduring family
     relationship but not an immediate relative.

     b.       Have, or expect to have, the main responsibility for the baby’s upbringing,
     apart from any responsibility of the mother.

     c.      Have at least 26 weeks continuous employment ending with the qualifying
     week – the 15th week before the expected week of childbirth.

     d.      Continue to work from the qualifying week into the week before they wish to
     take additional paternity leave – weeks run Sunday to Saturday.

     e.       Be taking the time off to care for the baby.

     f.       In the case of additional paternity leave for adoptions, they did not take
     statutory adoption leave or pay themselves.

3.127B               The baby’s mother must also:

     a.     Be entitled to statutory maternity leave, statutory maternity pay or maternity
     allowance.

     b.      Return to work no earlier than two weeks after the child’s birth, but with at
     least two weeks of unexpired statutory maternity leave entitlement remaining.

     c.       The child’s co-adopter must also be entitled to adoption leave or pay and will
     return to work no earlier than two weeks after the child’s placement for adoption.

3.127C        Multiple births and multiple adoptions: An employee can only get one
period of additional paternity leave regardless of the number of children resulting from a
single pregnancy or the number of children matched with them at the same time or
adopted from overseas as part of the same arrangement.


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3.127D       Additional paternity leave if the mother or co-adopter dies: In the event of
the mother’s or co-adopter’s death before the child’s first birthday or during the first year of
the placement, special terms apply for additional paternity leave. For further information
refer to LEC Pay Bureau.

Entitlement to Additional Statutory Paternity Pay (ASPP)

3.127E           Additional statutory paternity pay is payable to eligible workers who meet the
eligibility criteria for additional paternity leave and:

     a.     They are taking time off to care for their child during their partner’s 39 week
     statutory maternity pay, maternity allowance or statutory adoption pay.

     b.     Their partners have returned to work.

3.127F               The current rate is the lower of either:

     a.     The statutory standard weekly rate .

     b.     90% of their average weekly earnings.

3.127G        To qualify for additional statutory paternity pay the employee must have:

     a.      Average weekly earnings at or above the lower earnings limit for National
     Insurance contributions in force at the end of the qualifying week.

     b.      At least two weeks of the mother’s or adopter’s statutory maternity pay or
     maternity allowance period remaining.

3.127H        The qualifying week is either:

     a.     The 15th week before the expected date of birth.

     b.     The week the adopter was matched with a child for adoption (for UK
            adoptions).

     c.      The later date of either: the end of the week in which official notification is
     received or the end of the week in which they complete 26 weeks’ continuous
     employment with you (for overseas adoptions).

Flexible Working

3.128 Qualification. There is a statutory duty on employers to consider requests for
flexible working either by:

       a.     Changing the hours they work.

       b.     Changing to the times when they are required to work

       c.     Or to work from home.


SI BFG                                         3-43                                  AMDT 18
6200
3.129. This therefore applies to dependant employees who may make requests for flexible
working hours provided they meet the following criteria:

        a.     They have worked continuously with BFG for 26 weeks at the date the
        application is made.

        b.    Have a child aged under the age of 18.

        c.    .Have or expect to have responsibility for the child's upbringing.

        e.    Be making the application to enable them to care for the child.

        f.    Not to have made another application to work flexibly under the right during
        he past 12 months.

3.130 Request Process. Written requests are in the first instance to be made to Unit
Civil Labour Officer/Line Manager. The employee request is to include

        a.    A statement confirming they have the responsibility for the upbringing of the
child
        and that they are either the moth, father, adopter, guardian or foster parent or are
        married to or the partner of them.

3.130A The application must

        a.    Be made well in advance of when the flexible working is to take effect.

        b.    Be in writing

        c.    Be dated

        d.    State that the application is made under the statutory right to request a
              flexible working pattern,

        e.    Give details of the flexible working pattern being applied for, including the
              date from which it is to start.

        f.    Explain what effect it is believed the new working pattern will have on the
              business and how any effect might be dealt with.

        g.    State whether a previous application has been made and if so when.

      .
A procedural flow chart is at Annex F to this Section.

3.131. Grounds for Refusal. Legitimate grounds for refusal are all 'Business Reasons'
and include:

        a.    The Burden of additional cost.

        b.    Inability to re-organise work amongst existing staff

SI BFG                                       3-44                                   AMDT 18
6200
       c.     Inability to recruit additional staff

       d.     Detrimental impact on quality

       e.     Detrimental impact on performance

       f.     Insufficiency of work during the periods the employee proposes to work

       g.     Planned structural changes.

       h.     Other grounds that may be specified in regulations.

Refusals under these grounds need to be justified by evidence.

Accidents and Injuries

3.132. A Dependant employee who considers that he/she has suffered injury as a result
of negligence or fault of the employer, a fellow employee acting within the scope of his/her
official duties, dangerous working practice, defective equipment, insufficient training etc.,
should be advised to forward full details of the case, including the reason why they
consider the employer to have been responsible, to the Area Claims Officer, North West
Europe, JHQ, BFPO 140. GLSUs are to keep a record of accidents and injuries at work
affecting Dependant employees. The information recorded may be required as supporting
evidence by the IR if the employee subsequently claims for an invalidity benefit. It is
required to be kept for a period of 12 years.

3.133. Third Party Claims. Dependant employees who believe they have a justifiable
claim for loss of salary/wages as a result of an accident/incident involving a third party
which prevents their attendance at work should forward details of the case, including any
applicable statements to the Area Claims Officer, North West Europe, JHQ, BFPO 140.

Special Instructions for Dependant Nursing Staff

3.134 The implementation of the Nurses, Midwives and Health Visitors Act 1979 created
a single professional register of Nurses, Midwives and Health Visitors. The register is
maintained by the UK Central Council (UKCC) for Nursing, Midwifery and Health Visitors.

3.135 The validity of claimed registered qualifications is to be checked by the GLSU. All
Dependants seeking nursing employment are to apply to have their qualifications verified
at the initial job registration phase using the proforma at Annex E to this section.
Production by the applicant of evidence of registration is not, in itself, sufficient proof and
is to be confirmed by the UKCC. GLSUs are to write direct to the Confirmation Section
UKCC at the following address:

       Confirmation Section
       UKCC
       23 Portland Place
       London W1N 3AF



SI BFG                                         3-45                                  AMDT 18
6200
3.136 When completing this proforma it is essential that UKCC are given the following
information:

      a.     MOD Caller Code (PG 01).

      b.     Full Name of Individual.

      c.     Date of Birth.

      d.     Personal Identification Number (PIN). If the PIN is not known, personal
      registration details can still be found by using old registration numbers.

Casual Employment

3.137 Only those employees who are casual are to be placed on zero hours contracts.
A casual is a person who is vetted and contracted so that he or she can be contacted
shortly before work is available and offered it for a period of a few hours or days without
the need for further contract action.

3.137A Anyone expected to turn up for work on a regular basis is not a casual and is to
have a minimum of daily hours agreed in their contract. A requirement to work in excess
of these can automatically be made part of the contract where such agreements are
necessary for health and safety reasons, e.g. bus escorts.

Bus Escorts/School Crossing Attendants

3.138 Bus Escorts/School Crossing Attendants are to be paid for hours actually worked.
They must be proficient in spoken English, aged 18 years or over, physically active and
have sufficiently authoritative presence for the task of maintaining control in the bus.

3.139 Hours of work are to be governed by the time spent by the Bus Escort on the bus
for each journey, and for pay purposes are to be aggregated over the monthly pay period
and rounded up to the nearest quarter of an hour.

.3.140 Bus Escorts/School Crossing Attendant wages are enhanced by 17.1% to account
for loss of pay during school holidays. Payment will be made on a monthly basis, related
to attendance periods. There is no entitlement to paid annual leave. Contracts for Bus
Escorts are specifically to state that salary in issue includes enhancement – incorporating
payment for annual leave. Special Leave provisions as contained at paragraphs 3.083
and 3.084 are applicable.

                   SUB SECTION 5 - EMPLOYMENT OF JUVENILES

Terms and Conditions of Service - Juveniles

3.141 It is the duty of an employer to protect Juveniles from excess stress and danger in
the workplace. Dependant Juveniles (aged 16 - 18) are employed in accordance with
current Dependant terms and conditions with the following exceptions:




SI BFG                                      3-46                                  AMDT 18
6200
     a.     Hours of Work. Juveniles may not be employed for more than 40 hours per
     week and generally not more than eight hours per day. The eight hours are to
     include rest periods listed below.

     b.    Juveniles are not to be employed for more than five days per week.

     c.    If a working day is less than eight hours, up to eight and a half hours may be
     worked on subsequent days to make up the weekly maximum of 40 hours.

     d.    Working Hours. Juveniles may only be employed between the hours of
     0600 and 2000, with the following exceptions:

           (1)    In Messes and Hospital kitchens.

           (2)    Up to 2300 hrs in establishments where shift work is performed.

           (3)     In isolated units where there are transport problems juveniles may
           start from 0530 hrs or work until 2300 hrs to avoid unnecessary waiting time.

           (4)   When in the Summer work activities subject employees to excessive
           heat Juveniles may, with authority from LEC Sp Svcs, HQ BFG commence
           work at 0500 hrs.

           e.      Saturday Working. Juveniles are not to work on Saturdays except in
           the following:

           (1)    Hospitals.

           (2)    Transport establishments.

           (3)    Domestic employment.

           (4)    Messes and hospital kitchens.

           (5)    In connection with training facilities outside the normal place of work.

           (6)    In connection with sport.

           (7)    In connection with emergency medical services.

           (8)    Vehicle repair shops.

     Two Saturdays per month must be work free and the five day week rule applies.

     f.     Sunday Work. Juveniles are not to work on Sundays except in the
     following:

           (1)    Hospitals.

           (2)    Messes and hospital kitchens.


SI BFG                                    3-47                                  AMDT 18
6200
             (3)    In connection with sport.

             (4)    In connection with emergency medical services.

      Where Sunday work is required Juveniles are to be given every second Sunday off
      and the five day week rule applies.

      g.     Shift Work. Juveniles must not work for more than 10 hrs, or if working in
      catering establishments 11 hrs.

      h.     Work on German Public Holidays. Juveniles are not to be employed on
      German public holidays. If Juveniles are, exceptionally, required to work on a public
      holiday (e.g. lunchtime supervisors) the conditions for Sunday working apply.

      i.     Rest Periods. Juveniles are to be given the following rest periods:

             (1)    During working periods of four and one half hours:     30 mins.

             (2)    During working periods of six hours or more:           60 mins.

      Periods of work without a break must not exceed four and one half hours. Breaks
      are not to be less than 15 mins and Juveniles are not to be permitted to work or
      prepare work during breaks. A minimum of 12 hrs is to be allowed between one
      working day and the next.

      j.     Employment Restrictions for Juveniles. Juveniles are not to be employed
      under the following conditions:

             (1)    On work which exceeds their physical capabilities.

             (2)   Where they are exposed to physical danger (i.e.: dangerous
             equipment, substances or situations) and where, due to lack of experience
             and knowledge of safety regulations they may be exposed to accidents.

             (3)   On work where they may be exposed to extremes of heat, cold or
             damp.

             (4)     On work where they may be exposed to excessive levels of noise,
             vibration, radiation, heavy metals, or poisonous and corrosive substances.

      The minimum age for operating fork lift trucks is 17 years. Adequate training and
      supervision is to be given before a Juvenile is allowed to operate this or other forms
      of machinery.

3.142 The regular hours of work are to be prominently displayed in units where three or
more Juveniles are permanently employed.

Records for Juveniles

3.143 The GLSU is to maintain a separate list of all Juveniles employed.


SI BFG                                     3-48                                  AMDT 18
6200
Medical Examination for Juveniles

3.144 Juveniles are to produce a certificate of fitness from the Medical Officer prior to
commencing his/her first employment. If the Juvenile changes jobs from a sedentary post
to a physically demanding post he/she must produce a certificate of fitness before
employment may commence.

   SUB SECTION 6 – ANNUALISED GRADES INCLUDING LEARNING SUPPORT
 ASSISTANT GRADES (LSA), CLERICAL GRADES (CS) AND INDUSTRIAL GRADES
             (AS) – SERVICE CHILDREN’S EDUCATION (BFG)

General

3.145 This subsection deals with the employment and administration of Dependant staff
who are employed with Service Children’s Education in British Forces Germany (BFG).
These supplementary instructions are not to be considered exhaustive and SI BFG 6200
Sub Sections 1 – 5 remain the overarching document. Queries relating to this Sub Section
should be addressed to the local GLSU.

3.146 In order to enable staff working in schools to have an annualized salary, special
grades were introduced to give 12 equal monthly payments as opposed to having a period
during the summer when no payments are made. In addition to this the LSA grades are
linked to the UK counterpart. Details of the grades in question can be seen below. For
ease of reference a table has been inserted at paragraph 3.173 to illustrate the type of
contract that is issued on initial employment. A facts sheet is to be issued to new SCE
staff by GLSU in order to highlight the main areas covered in this sub section. An example
of this can be seen at Annex J to this section.

The monthly paid grades are:

             CS       General C Tariff positions.
             AS       General A Tariff industrial positions.
             LSA      Learning Support Assistants (lunchtime and classroom support).

Hourly paid grades:

In the case of hourly paid and supply grades (see examples below) payment will
only be made if working hours are actually entered by the school on the monthly
attendance record (BFG 24) and submitted on time. Payment will be made
retrospectively.

             LSS    Learning Support Assistants. Used for Supply (As and
                     When or Zero hour) contracts as well as for LSA’s who
                     commence on or after 1st March.
                CS/AS Hourly paid general clerical and industrial positions
                    (see LSS usage note above).




SI BFG                                     3-49                                 AMDT 18
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3.147 SCE staff in the above grades at paragraph 3.146 who work the full school year will
receive their pay based on 190 working days per year (based on five day week) plus an
additional 35 days (25 leave days plus 10 public holidays). Note that the monthly salary
incorporating leave compensation will only balance out if the employee works for the full
academic year!

Timesheets – BFG 24

3.148 Due to the annualisation of salary, only exceptions to normal attendance should be
annotated on timesheets, e.g. self-certified sick, doctor certified sick, special paid leave,
unpaid absence etc. in the case of monthly paid grades with regular hours.

Grading of Posts

3.149 The decision regarding the allocation of either LSA 1, LSA 2 and LSA 3 to posts
within schools rests with the Headteacher.

The Headteacher will grade posts in accordance with the guidance given from HQ SCE
relating to the responsibility of the job description. In situations where an LSA moves from
one location to another for example a new contract of employment is to be issued.

3.150 The grading structure pertaining to classroom based support staff is LSA 1, LSA 2
and LSA 3. Those contracted solely as Lunchtime Supervisors are to be graded at LSA 1.

3.151 Requests for a review of an established grade should be processed through the OC
GLSU.

3.152 Only grades that are predominantly classroom based (over 50%) fall within the LSA
structure.

Multiple Contracts

3.153 Wherever possible LSA staff should be engaged on a single contract.

3.154 Staff engaged as both classroom based workers and mid-day supervisors will be
placed within the grade appropriate to their predominant duties and engaged on a single
contract.

Leave

3.155 The regulations regarding Special Paid Leave and Unpaid Leave are outlined within
Sub Section 4 to Section 3 para 3.083 onwards and remain extant for LSA/CS/AS grades.

3.156 The standard working year for LSA/CS/AS grades is 190 days. A further 35 days to
take annual leave and public holidays into account are added to this. The total earnings
are then divided by 12 and paid as a monthly salary.

3.157 Annual leave cannot be taken in term time and staff will be expected to work on
public holidays (with supplements paid) when the school or equivalent setting is open.



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3.158 On termination of service a calculation with regards to accrued leave in the current
school year will be made and any underpayment will be effected in the following month.

Unpaid Leave and Unauthorised Absence

3.159 Staff who are authorised to take periods of Unpaid Leave or those with
Unauthorised Absence will not accrue an entitlement to annual leave or public holidays for
days they do not work. The adjustment of the leave entitlement is included in any
deduction required to be made for these absences.

Engagements that fall after the start of the school year and up to the end of
February

3.160 If employment commences for example on (or after) the 17 th September (school
year 2011/12) a new employee will not have worked enough days by the end of the school
year to accumulate the paid leave built into the calculation and as such this would lead to
an overpayment. In such cases the LEC Pay Bureau will calculate the difference in pay
(the amount that would otherwise be overpaid) and inform the local GLSU of the amount
to be withheld from the salary each month. The deduction will be made in equal monthly
amounts over the first full six months of the employment.

3.161 A new employee will have the deduction (where applicable) explained to them by a
GLSU representative and be asked to sign a Pay Reconciliation Notice as issued by the
LEC Pay Bureau prior to signing their employment contract. An example of the document
generated by the LEC Pay Bureau can be seen at Annex I to this section.

Engagements on or after 1st March each year

3.162 An employee commencing on or after the 1st of March will not be in a position to
have 6 equal monthly payments deducted prior to 31 st August. Added to this, if deductions
are made each month they would be unnecessarily high. For this reason such staff will
initially be placed on a supply contract with pay group 4 (this pay group caters for hourly
paid staff paid retrospectively). The supply contract will be amended with effect from 1 st
September to a standard annualized contract including the authorized working hours.

Moving to a new position or school within the academic year

3.163 Should an employee who is already in receipt of a regular monthly salary move to a
new position or school without a break in service (i.e. the following day) then it will not
normally be necessary for them to commence as an hourly paid member of staff in the
new appointment. In such cases the GLSU will consult with the LEC Pay Bureau and
inform the employee accordingly.

3.164 Any engagement or other situations not covered above are to be forwarded to Hd
LEC Pay Bureau LEC Support Services for further direction.

Amendments to Contracted Hours

3.165 Contracted Hours are only to be amended at the start of any term. BFG24’s are to
be annotated with any extra hours worked. Any decrease in contracted hours is to be
actions in the month of occurrence in order to avoid overpayments.
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6200
Incremental Dates and Previous Service

3.166 Provided that the gap in service is no longer than 6 months, there will be no
requirement for LSA staff to revert to step one of the incremental pay scale during the
probationary period when changing school through in theatre transfer of spouse. Staff will
serve a probationary period within the new school or setting but on their previous step.

3.167 Previous service with other units within BFG will not count toward an increase in
incremental step on the LSA scale. This is because no other unit employs staff in a
classroom-based environment delivering the UK curriculum form age 3.



3.168 Staff joining on the LSA scale may have previous service with SCE or LEAs in the
UK counted towards an increase in incremental step. Staff are required to complete Annex
H to this Section.

3.169 If staff are promoted onto a higher grade on the LSA scale, the date that the new
post was commenced will become the new incremental date. Note: The move from LSA 2
to LSA2Q as an example is not classed as an upgrading.

Qualifications

3.170 Staff who are deemed to hold qualifications at the appropriate level and relevant to
the key stage they are working in will be paid at the qualified rate. The Head teacher
should write to the OC GLSU confirming the qualifications and authorising an amendment
to contract.
3.171 Further phases relating to the recognition for qualifications will be added to these
instructions when negotiations are completed.

Annual Bonuses

3.172 Leave and Christmas bonuses are not payable to staff employed within the LSA
grade structure.

Contracts of Employment

3.173         The type of contract to be issued will depend on both whether the authority is for a
definite or indefinite period and also at what point in the academic year the employee commences.
The table below is designed to illustrate the type of grade to be used on initial employment as well
as the working hours and pay group entry in the HR System.




SI BFG                                          3-52                                     AMDT 18
6200
Types of Contract
Type of Authority   Actual            Grading      Type of contract      Remarks/further action required
from Budman         Employee                       to be issued
                    Start Date
                    Employee                       Indefinite with       Working hours entry NOT required on
Indefinite          commences         LSA          hours entry in HR     BFG 24.
                               st
                    prior to 1        CS           system.               Pay Group 001.
                    March             AS

                    Employee          LSS          Indefinite but with   LSS initially for technical reasons.
                    commences         CS           zero hours entry in   Working hours to be entered on BFG 24.
                            st
                    after 1           AS           HR system and         Pay Group 004.
                    March                          contract.             Contract amendment to be issued from
                                                                          st
                                                                         1 September to reflect technical grade
                                                                         change to LSA. Hours entry required in
                                                                         HR system based on original or
                                                                         subsequent authority.
Definite (fixed      All employees     LSS          Fixed term/Definite  Working hours to be entered on BFG 24.
period) for          regardless of     CS           Contract             Pay Group 004.
specific reason      start date        AS           Zero hours entry in
(see below)                                         HR system
Please note: It may be possible to engage an employee on a definite contract in Pay Group 1, depending on the
employment start and finish date. Contact CCC for further advice.
General Supply      All employees     LSS          Contract may be       Working hours to be entered on BFG 24.
(As & when)         regardless of     CS           definite or           Pay Group 004.
Position            start date        AS           Indefinite
                                                   depending on
                                                   authority.
                                                   Zero hours entry in
                                                   HR system.




SI BFG                                                 3-53                                            AMDT 18
6200
                ANNEX A TO
                 SECTION 3
SPARE




SI BFG   3A-1        AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3A-2           AMDT 18
6200
                                                                                                                                   ANNEX B TO
                                                                                                                                    SECTION 3

                            SELF CERTIFIED SICK ABSENCE (DEPENDANT EMPLOYEES)

Name (Mr/Mrs/Miss) .....................................................................................................

DOB: .....................                   Grade: ........................               Pay/Staff No ...........................

First day of absence from work (Date and time) ........................

Last day of absence from work (Date and time) ........................

Reason for absence (Brief details)................................................................……….......
........................................................................................................................................

I declare that the above information is true and complete. I understand that giving false or
inaccurate information is a disciplinary offence which could result in my dismissal.



                                            Signature of Employee                          .................................................

                                                                                Date ................................................

NOTES

1.         The maximum permitted period for a Self-Certified Sickness is 7 calendar days.

2          This Certificate must be handed to your supervisor immediately on your return to work.

3.     Dependants may not submit more than 4 Self Certified Sickness certificates in a period
of 12 months.

4.      Once a doctor certificate has been issued for any period of sickness, further self
certified forms will not be accepted unless the employee returns to work for one full day.

Instructions For Employing Unit:

The completed certificate is to be forwarded to:

           LEC Pay Bureau
           LEC Sp Svcs
           HQ BFG
           BFPO 140




SI BFG                                                                  3B-1                                                           AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3B-2           AMDT 18
6200
                                                                                        APPENDIX 1 TO
                                                                                          ANNEX B TO
                                                                                           SECTION 3


STATEMENT OF FITNESS FOR WORK (DEPENDANT EMPLOYEES)
_______________________________________________________________________

Full Name & Title (Mr/Mrs/Ms/Miss) ……………………………………………………………
(in block capitals)

DOB: ……………………… Pay/Staff No ………………………

I assessed your case on (Date): ……………….. and because of the following reasons:

         Own illness

         Accident at work                Illness pregnancy-related


I advise you that:               you are not fit for work.

                                 you may be fit for work taking account of the following advice.


If available, and with your employer’s agreement, you may benefit from:

      a phased return to work                            amended duties

      altered hours                                      workplace adaptations

Comments, including functional effects of your condition(s):



Unfit for work from …………. (first full day) to ………………….. (last day)

I will/will not need to assess your fitness for work again at the end of this period.
(Please delete as applicable.)

                     Signature Doctor                          Medical Centre (Stamp)

                     …………………………….

                     Date ………………………

_____________________________________________________________________

NOTE This Certificate must be handed to your supervisor/Line Manager within three days of the
commencement of your sickness. A copy will be retained with your medical notes.

Instructions for Employing Unit:
In cases where a doctor has advised that the employee may be fit for work you are required
to contact your local GLSU immediately.

The completed certificate is to be forwarded directly to:
LEC Pay Bureau, LEC Sp Svcs, HQ BFG, BFPO 140 with a copy to your local GLSU
SI BFG                                          3B1-1                                        AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3B1-2          AMDT 18
6200
                                                                           APPENDIX 2 TO ANNEX B TO SECTION 3

SPECIAL PAID LEAVE DUE TO ILLNESS OF CHILD AGED 18 YEARS AND UNDER
(DEPENDANT EMPLOYEES)
_______________________________________________________________________

Employee:

Full Name & Title (Mr/Mrs/Ms/Miss) ……………………………………………………
(in block capitals)

DoB: ……………………… Pay/Staff No ………………………

Child:

Name:…………………..                          DoB: ………………………


Name of school / Foundation Stage (if applicable): …………………………………….


Due to my child’s sickness I cannot attend work

from ……………. (first full day) to ………………….. (last day)


Employee’s Signature                    …………………………….

                       Date                       ………………………

____________________________________________________________________

NOTE

1.     The entitlement is 10 days per child with a maximum of 25 days per family in a calendar
year. Any excessive days will be treated as unauthorised absence and automatically deducted from
your pay.

2.     This certificate must be handed to your supervisor/Line Manager immediately on your return
to work.

--------------------------------------------------------------------------------------------------------------------
Instructions

For Employing/User Unit: The completed certificate is to be annotated with the signature of the
Supervisor/Line Manager and forwarded to GLSU.

Signature_________________ Name ____________________                                      Appointment______________

For GLSU:

Entitlement checked                      input on R.link




SI BFG                                                        3B2-1                                                    AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3B2-2          AMDT 18
6200
                                                                                                                 ANNEX C TO
                                                                                                                  SECTION 3

                                   WAIVER OF CLAIM OF SICKNESS BENEFIT
                                   WHEN IN RECEIPT OF FULL PAY OR SSP


I undertake NOT to claim National Insurance sickness benefit whilst in receipt of full sick pay or
statutory sick pay from the Ministry of Defence in accordance with the provisions of Standing
Instruction SI BFG 6200 (Recruitment, Employment and Administration of Locally Engaged
Civilian Labour in Germany) Section 3.




Date .......................................... Signed .......................................................




SI BFG                                                           3C2-1                                             AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3C2-2          AMDT 18
6200
                                                                                 ANNEX D TO
                                                                                  SECTION 3

                 REQUIREMENT FOR NOTIFICATION OF PREGNANCY
                   FOR CLAIMS FOR STATUTORY MATERNITY PAY



1.    Your employer is required to pay Statutory Maternity Pay (SMP) or Statutory
Adoption Pay (SAP) to those employees who qualify.

2.     In order to claim SMP/SAP as an employee you are required to adhere to the
following rules. Failure to do so may result in your inadmissibility to any payments or
unnecessary delays.

       a.      You must inform you local GLSU office at least 15 weeks before the
       beginning of the week your baby’s due. If this isn’t possible (because you did not
       know you were pregnant for example) then as soon as possible. You can change
       this date later providing you give at least 28 days notice. You will need to tell them
       the following:



                          That you are pregnant.
                          When the baby is due.
                          When you want to start maternity leave.



       b.     You must produce medical evidence of the date that your baby is due. A
       form Mat B1 (Maternity Certificate) or a certificate of confinement (signed and date
       stamped) must be obtained from your doctor or a registered midwife no earlier than
       the 20th week before the baby is due. This certificate must be presented to your
       GLSU office as soon as possible after issue (signed and date stamped).

3.     Your SMP/SAP entitlement will be determined by the LEC Pay Bureau, HQ BFG.
Notification of entitlement or non-entitlement together with any relevant forms will be
forwarded to you after your claim has been duly processed.




SI BFG                                       3D-1                                  AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3D-2           AMDT 18
6200
                                                                                                                     APPENDIX 1 TO
                                                                                                                       ANNEX D TO
                                                                                                                        SECTION 3

                               CERTIFICATE IN LIEU OF DSS FORM MAT B 1
                                    CERTIFICATE OF CONFINEMENT


A.*      It is certified that ..................................................................................... (Name)

is pregnant. Her expected date of confinement is ....................................……



       Signature of Medical Officer ....................................................................

       Rank and Name of Medical Officer ..........................................................



       Medical Centre Stamp




         NB: This certificate is not to be issued earlier than 20 weeks from expected delivery
         date.


B.*      It is certified that ..................................................................................... (Name)

has been delivered of a child on ...............................................................…….

Date of expected confinement is/was* ...........................................................…




       Signature of midwife ...................................................... Reg No. .....................

       Address of Hospital/Medical Centre ....................................................................

                                                               ....................................................................

*        Delete as necessary




SI BFG                                                         3D1-1                                                           AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3D1-2          AMDT 18
6200
                                                                                              APPENDIX 2 TO
                                                                                                ANNEX D TO
                                                                                                 SECTION 3

LEC Pay Bureau
HQ BFG
BFPO 140                                                                             Date:

NOTIFICATION OF PREGNANCY

1.    Employee's Name .................................................................. Initials…………..……….

2.    Pay Number……………………….......National Insurance Number………..............……
                                                                                        (including check digit)

3.    Post ID (e.g. RHRMRM0001) ......................................              WPN............................

4.    Date Employee intends to cease work                                                       ……./……./…….
                                                                                        (last paid working day)

5.    Date Employee gave notice to cease work                                              ..…./……./……

6.    Mat Bl/Original Certificate of Confinement enclosed :                                        YES*/NO*
                                                                                        *Delete as appropriate

7.    Where does the employee wish her SMP to be paid to:
      NB. CANNOT BE PAID INTO A BANK ACCOUNT OUTSIDE OF GERMANY

7a.   Type of cheque required                                                                   Sterling*/Euro*
                                                                                        *Delete as appropriate


         GERMAN BANK ACCOUNT                                                    ADDRESS FOR CHEQUE

BANK NAME:

ADDRESS:                                                               OR
BANK CODE:

KONTO:

8.      Employee's present FULL MILITARY POSTAL ADDRESS including husband’s
        Name, Initials, Rank and Number.
        .....................................................................
        .....................................................................
        .....................................................................

(Note: Should any of the above details change a new form is to be completed and
forwarded to LEC Pay Bureau)
SI BFG                                                          3D2-1                                 AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3D2-2          AMDT 18
6200
                                                                                            APPENDIX 3 TO
                                                                                              ANNEX D TO
                                                                                               SECTION 3

LEC Pay Bureau
HQ BFG
BFPO 140




                                                                                                       Date:

NOTIFICATION OF ADOPTION

1.    Employee's Name .................................................................. Initials…………..….....

2.    Pay Number……………………….......National Insurance Number………...................
                                                                                   (including check digit)

3.    Post ID (e.g. RHRMRM0001) ......................................             WPN........................

4.    Date Employee intends to cease work:                                                  ..…./……./……
                                                                                   (last paid working day)

5.    Date Employee gave notice to cease work:                                             ....../......./........


6.    Adoption leave ends:                                                               ....../......./........

7.    Matching certificate/Placement letter enclosed                               YES*/NO*
                                                                                   *Delete as appropriate


8.    Where does the employee wish her/his SAP to be paid to:
      NB. CANNOT BE PAID INTO A BANK ACCOUNT OUTSIDE OF GERMANY

8a.   Type of cheque required                                                      Sterling*/Euro*




                                                          *Delete as appropriate


SI BFG                                             3D3-1                                            AMDT 18
6200
         GERMAN BANK ACCOUNT                                                  ADDRESS FOR CHEQUE

BANK NAME:
                                                                       OR
ADDRESS:

BANK CODE:

KONTO:

9.    Employee's present FULL MILITARY POSTAL ADDRESS including spouse’s
      Name, Initials, Rank and Number.

      .....................................................................

      .....................................................................

      .....................................................................

      .....................................................................

(Note: Should any of the above details change a new form is to be completed and
forwarded to LEC Pay Bureau)




SI BFG                                                        3D3-2                        AMDT 18
6200
                                                                                ANNEX E TO
                                                                                 SECTION 3

                    REGISTRATION DEPENDANT NURSING STAFF

1.     The implementation of the Nurse, Midwife and Health Visitors Act 1979 has created
a single professional register of nurses, midwives and health visitors. The register is
maintained by the UK Central Council (UKCC) for Nursing, Midwifery and Health Visitors.

2.      It is Ministry of Defence policy that the current validity of claimed registered
qualifications is checked. A certificate or other document giving evidence of registration or
not, of itself sufficient proof and must be confirmed by the UKCC.

3.    Such confirmation can be obtained by using the proforma at Appendix 1 and
forwarded to:

      Confirmation Section
      UKCC
      23 Portland Place
      London W1N 3AF

4.     When completing this proforma it is essential that UKCC are furnished with the
following information:

      a.     MOD caller code (PG 01)

      b.     Full name of individual

      c.     Date of Birth

      d.     Personal Identification Number (PIN). If the PIN is not known then personal
      registration detailed can continue to be found by using the old registration numbers.

5.      All Dependants who are seeking employment in the nursing field are to have their
qualification verified at the initial job registration phase. GLSUs are to write direct to
Confirmation Section UKCC.




SI BFG                                      3E-1                                  AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3E-2           AMDT 18
6200
                                                                                                                                APPENDIX 1 TO
                                                                                                                                  ANNEX E TO
                                                                                                                                   SECTION 3
YOUR CALLER CODE IS PG 01

SENDERS NAME AND ADDRESS: ....................................................................

TELEPHONE NUMBER: ....................................................................

........................................................ ....................................................................
USE BLOCK LETTER IN BLACK OR TYPE



                    SURNAME                                             FORENAMES                                     DATE OF BIRTH




               PREVIOUS NAMES                                                      ADDITIONAL INFORMATION




    PROFESSIONAL IDENTIFICATION OR                                    QUALIFICATIONS                             DATE OF REGISTRATION
        QUALIFICATION NUMBER




               WHERE TRAINED                                        DATES OF TRAINING                                  EXPIRY DATE




                   SURNAME                                              FORENAMES                                     DATE OF BIRTH




               PREVIOUS NAMES                                                      ADDITIONAL INFORMATION




    PROFESSIONAL IDENTIFICATION OR                                    QUALIFICATIONS                             DATE OF REGISTRATION
        QUALIFICATION NUMBER




               WHERE TRAINED                                        DATES OF TRAINING                                  EXPIRY DATE




THE PERSON(S) NAMED ABOVE HAVE PRODUCED STATEMENTS OR CERTIFICATES OF REGISTRATION
FOR INSPECTION, AND I WISH TO HAVE THE DETAILS CONFIRMED FROM THE REGISTER MAINTAINED
BY THE UKCC.



DATE: ............................................ SIGNATURE: ....................................................




SI BFG                                                                 3E1-1                                                       AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3E1-2          AMDT 18
6200
                                                                                       ANNEX F TO
                                                                                        SECTION 3
FLEXIBLE WORKING - THE PROCEDURE

         UCLO/LM receives the written                      Consults
         application for flexible working.                 OC GLSU
         Co Consul

         Within 28 days, GLSU & UCLO/LM
         and employee meet to discuss the
         application



          Within 14 days OC GLSU writes                   Request Accepted. Both the UCLO/LM
          notifying the employee of the decision          and employee will need to consider what
                                                          arrangements they need to make for when
                                                          the working pattern is changed

         Request is rejected. The employee
         needs to decide if they wish to appeal
         against the decision. If so, they must
         appeal in writing to LEC Sp Svcs, HQ
         BFG setting out the grounds for
         their appeal


         Within 14 days LEC Sp Svcs receives
         the employees written appeal




         Within 14 days LEC Sp Svcs and
         employee meet to discuss the appeal


                                                          Appeal Accepted. OC GLSU, Unit Management
                                                          and Employee will need to consider what
         Within 14 days LEC Sp Svcs writes                arrangements they need to make for when the
         notifying the employee of the decision           working pattern is changed




         Request Rejected. Employee
         may wish to consider taking legal
         advice




SI BFG                                             3F-1                                  AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG          3F-2           AMDT 18
6200
                                                                                     ANNEX G to
                                                                                     SECTION 3

                       DEPENDANT EMPLOYEE PROBATION REPORT

EMPLOYEE DETAILS

1.     Name:
       Post/Grade:
       Unit:
       Probation Period Start Date:
       Probation Period End Date:

REPORT DETAILS

2.      If the answer to any of the following questions is ‘No’ at any stage of the
course of the Probation Period, in accordance with the Dependant Employee Capability and
Disciplinary Policy (para 2.4), please document in the comments section (Continue on Page 3) all
discussions regarding training, objective setting and review meetings that have taken place to
overcome any deficiencies.

3.    Improvements should also be annotated. The Employing Officer and the
Employee must initial and date all comments. If the employee is not at the required
standard by week 8, you should contact OC GLSU for advice.


4 Week Review

1.   Has progress been satisfactory?                                    Y/N
2.   Are relationships with colleagues/customers satisfactory?          Y/N

3.   Is the Employee’s attendance satisfactory?                         Y/N

4.   Is the Employee’s timekeeping satisfactory?                        Y/N


Comments_____________________________________________________________________
____________________________________________________________________________


8 Week Review

1.   Has progress been satisfactory?                                    Y/N
2.   Are relationships with colleagues/customers satisfactory?          Y/N

3.   Is the Employee’s attendance satisfactory?                         Y/N

4.   Is the Employee’s timekeeping satisfactory?                        Y/N


Comments_____________________________________________________________________
______________________________________________________________________________
_ _____________________________________________________________________________
_________________________________________________________________________

SI BFG                             3G-1                                              AMDT 18
6200
12 Week Review

1.    Has progress been satisfactory?                                    Y/N
2.    Are relationships with colleagues/customers satisfactory?          Y/N

3.    Is the Employee’s attendance satisfactory?                         Y/N

4.    Is the Employee’s timekeeping satisfactory?                        Y/N


Comments_____________________________________________________________________
______________________________________________________________________________
___________________________________________________________________________

SICKNESS/LEAVE

7.        Number of days absent during the Probation Period were:

     ___________________________

(OC GLSU can extend a Probation Period by this number of days, however, this will only be
considered in extenuating circumstances, as a rule probation will not be extended. For further
information contact your GLSU ACPO for advice).

OVERALL ASSESSMENT FOLLOWING PROBATION PERIOD

8.      If ‘Unacceptable’ (4), in accordance with the Dependant Employee Capability and
Disciplinary Policy (para 2.4), you must summarise why you feel that the Employee is unacceptable.
Failure to comply could result in a delay that may render a termination request invalid.

     a.   Above requirements*
     b.   Performance fully meets requirements*
     c.   Some improvement necessary*
     d.   Unacceptable*

*Delete if not applicable

Summary______________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_________________________________________________________________________




SI BFG                              3G-2                                               AMDT 18
6200
RECOMMENDATION

9.     Continue in present employment?     Yes*

       Terminate employment?               Yes*

*Delete if not applicable


     Additional comments




Signature:                               Rank         Name:
(Employing Officer)



Please return the completed Dependant Employee Probation Report to: OC GLSU
(as applicable)

SI BFG                          3G-3                                          AMDT 18
6200
         INTENTIONALLY BLANK




SI BFG   3G-4                  AMDT 18
6200
                                                                                                                                    ANNEX H to
                                                                                                                                     SECTION 3

                                                             INCREMENTAL STEP PROGRESSION

                                                    DEPENDANT APPLICATION FOR PREVIOUS EXPERIENCE

To:       OC GLSU                                                       From: ____________________
          BFPO
                                                                               Unit:          ____________________         Post
          Grade:

Title     ____________________

I, _________________________ (Name) herby apply for my previous experience and provide the following evidence to support my application,
as detailed below:.


Job Title                      Employer Name          Date from   Date To   Brief Description of Role                Evidence Provided




Qualification                            Date                                                     Comment



Please continue on a separate sheet if necessary.

SI BFG                                                                          3H-1                                                AMDT 18
6200
I confirm that the type of employment stated above is relevant to the type of employment I am currently undertaking, and that I have provided the
necessary evidence.

Employee’s Signature: ________________________                       Date: ___________________




Line Mangers agreement;

I do / do not support this application for previous service from the above named individual.
                                                                                                                  Unit Stamp
Name ___________________                     Grade _______________   Post: ______________________


* delete as appropriate.



For GSLU Use:

The above named employee took up employment with __________________ (GLSU) as __________________ (post) on the
______________________ (date) and was placed incremental step 1.

I do /do not* support this application for previous service from the above named and agree that the experience is relevant to the employee’s
employment.



Name ___________________                     Grade _______________   Post: ______________________

                                                                                                                   GLSU Stamp
* Delete as appropriate. If not supported please state reasons.


SI BFG                                                                        3H-2                                                       AMDT 18
6200
                                                                                                                           Annex I TO
                                                                                                                           SECTION 3

LEC PAY BUREAU
PAY RECONCILIATION NOTICE

P-Number, Name       123456Z Test
School, WPN          Windsor School, 06SC004
Grade/Step           LSA 2/3


Weekly Contracted Hours                                                               30
Dates of current contract of employment                                       d   m         yyyy
                                                                              d   m
Start Date                                                                    1   11       2   1
                                                                              5            0   1
End Date                                                                      3   08       2   1
                                                                              1            0   2

             Percentage of projected annual pay from start date to 31 August           79.45%
           Percentage of projected working days from start date to 31 August           75.79%
                This results in an overpayment of your projected annual pay of          3.66%
and requires
a deduction of 22 hours at Casual rate (LSA) or 27 hours at Basic rate            €        297.52
(CS/AS), i.e.
The deduction from salary will be made in equal instalments of                    €         49.59
over the first full six months of your employment.


I herewith confirm that I have been made aware that a deduction is to be made from my monthly earnings over the next full six months in
order to avoid an overpayment at the end of the school year. I understand that the reason for the deduction is because I will not have
accumulated enough working days to cover payments made during the summer break.

SI BFG                                                                 3I-1                                               AMDT 18
6200
………………………             …………………………………….
Date                  Signature Employee

GLSU Date Stamp   ………………………………….
                     Signature GLSU Rep


                      …………………………………….
                      Name of GLSU Rep




SI BFG                                     3I-2   AMDT 18
6200
                                                                                           ANNEX J TO
                                                                                            SECTION 3

GLSU - SCE EMPLOYEE FACTSHEET
The conditions of service for SCE staff working through GLSU can be found in Standing
Instructions BA(G) 6200 Section 3. The following points are however specific to LSA, CS, and
AS grades and have been covered in this separate fact sheet for ease of reference.

General

In order to enable staff working in schools to have an annualized salary, special grades were
introduced to give 12 equal monthly payments instead of having a period during the summer when
no payments are made. Further to this the LSA grade was linked to its UK counterpart.

SCE staff in the above grades who work the full school year (based on a five day week) will receive
their pay based on 190 working days per year plus an additional 35 days (25 leave days plus 10
public holidays).

Please note that the monthly salary incorporating leave compensation will only balance out if the
employee works for the full academic year!

The monthly paid grades in question are:

               CS      General C Tariff positions.
               AS      General A Tariff industrial positions.
               LSA     Learning Support Assistants (lunchtime and classroom
                        support).

Hourly paid grades:

In the case of hourly paid staff (see examples below) payment will only be made if working
hours are actually entered by the school on the monthly attendance record (BFG 24) and
submitted on time. Payment will be made retrospectively.

               LSS    Learning Support Assistants. Used for Supply (As and
                     When or Zero hour) contracts as well as for LSA’s who
                     commence on or after 1st March.
                 CS/AS Hourly paid general clerical and industrial positions (see
                      LSS usage note above).

Engagements that fall after the start of the school year and up to the end of February

If employment commences for example on (or after) the 17th September (school year 2011/12) a
new employee will not have worked enough days by the end of the school year to accumulate the
paid leave built into the calculation. This would lead to an overpayment.




SI BFG                                          3J-1                                     AMDT 18
6200
In such cases the LEC Pay Bureau will calculate the difference in pay (the amount that would
otherwise be overpaid) and inform the local GLSU of the amount to be withheld from the salary
each month. The deduction will be made in equal monthly amounts over the first full six months of
the employment.

A new employee will have the deduction (where applicable) explained to them by a GLSU
representative and be asked to sign a document accordingly prior to signing their employment
contract.
Engagements on or after 1st March each year

An employee commencing on or after the 1st of March will not be in a position to have 6 equal
monthly payments deducted prior to 31st August. Added to this, if deductions were made each
month they would be unnecessarily high.

For this reason such staff will initially be placed on a supply contract with pay group 4 (hourly paid
retrospectively). The supply contract will be amended with effect from 1st September to a standard
annualized contract including the authorized working hours.

 Moving to a new Position or School within the academic year.

Should an employee who is already in receipt of a regular monthly salary move to a new position or
school without a break in service (i.e. the following day) then it will not normally be necessary for
them to commence as an hourly paid member of staff in the new appointment. In such cases the
GLSU will consult with the LEC Pay Bureau and inform the employee accordingly.

Leave

The standard working year for LSA/CS/AS grades is 190 days. A further 35 days to take annual
leave and public holidays into account are added to this. The total earnings are then divided by 12
and paid as a monthly salary.

Annual leave cannot be taken in term time and staff will be expected to work on public holidays
(with supplements paid) when the school or equivalent setting is open.

On termination of service a calculation with regards to accrued leave in the current school year will
be made and any underpayment will be effected in the following month.
Unpaid Leave and Unauthorised Absence

Staff who are authorised to take periods of Unpaid Leave or those with Unauthorised Absence will
not accrue an entitlement to annual leave or public holidays for days they do not work. The
adjustment of the leave entitlement is included in any deduction required to be made for these
absences.

Annual bonuses

Leave and Christmas bonuses are not payable to staff employed within the LSA grade structure.

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      SECTION 4 - DEPENDANTS PROGRESS, TRAINING AND DEVELOPMENT
                               DIRECTIVE

INTRODUCTION

4.001 British Forces (Germany) is fully committed to ensuring that all Dependant
employees are given the opportunity to be trained and developed for the posts they hold,
enabling them to become as effective as possible and contribute to the achievement of
BFG’s mission. Unless the Dependant’s needs are identified and they receive the proper
training, BFG cannot fully benefit from the skills and contributions made by Dependant
employees.

4.002 In implementing Land Command’s Civilian Training Policy BFG has produced this
Progress, Training and Development Directive as a guide to all Dependant employees and
their Line Managers(LM), be they military or civilian. Additional guidance is available from
LEC Support Services (LEC Sp Svcs), HQ United Kingdom Support Command (HQ BFG),
LEC Training Wing and Garrison Labour Support Units (GLSU).

AIM

4.003 Individuals have a right to be listened to, consulted about, and trained in the work
they are called upon to perform. The aim of this instruction is to regularise the process
and thus provide assurance that it is being carried out correctly. In instruction to ensure
that this happens the process comprises of the following:

      a.    A full job description (example is at Annex A) to be provided by the unit at
      the beginning of the employment.

      b.    An annual review of the duties required of the individual between the LM and
      the employee. This provides the opportunity for both the LM and employee to
      agree a set of realistic objective targets, assess any training and skill requirements
      and comment upon the employee's progress.

      c.      The recording of noteworthy experiences and any qualifications achieved
      during the period. It can also provide a useful reference source for future LM and
      for the writing of References and CVs

      d.     A mid term review between the LM and the employee is essential particularly
      when potential problems become apparent from trying to comply with the job
      description or objectives.

      e.     To agree a way forward

      f.     To evaluate from employee feedback the usefulness of training provided.




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                                     APPLICABILITY

4.004 This policy details the minimum requirements for all units employing Dependants.
Where specialist units or Agencies wish to use professional appraisal systems that exceed
the requirements of those listed above then they are to request authority from LEC Sp
Svcs, HQ BFG to be wholly or partly exempt from these procedures. It is to be noted that
for employees working in a childcare environment appraisal is a mandatory requirement

RESPONSIBILITES

4.005 Responsibilities for the progress, training and development of Dependants in BFG
are as follows:

      a.     GLSU

             (1)     To be the first point of contact, as the Dependant’s legal employer for
             all public-funded post, for those seeking advice on progress reviews and
             training in the Garrisons. To ensure all new employees are given an
             induction explaining the role of the GLSU, terms and conditions,
             representative bodies and Appraisals.

             (2)   To provide Unit LM with Blank Appraisal Forms and liaise closely with
             LM to update job descriptions and identify the skills, qualifications and the
             grade required for the various posts.

             (3)   They will monitor Dependant training within units and ensure that all
             Progress Reviews, Post Training Profiles and the Individual Training and
             Development Plans are completed on time.

             (4)    Maintenance of completed Appraisal Forms and their safe keeping
             in the employees Personal File in accordance with the Data Protection Act,
             Codes of Practice.

             (5)    Providing the originals of the appraisal form to the employee where he
             or she ceases BFG employment.

             (6)   To provide statistical information on Appraisal reporting system and
             on Training and Development to the LEC Sp Svcs as and when requested.

      b.      Unit Line Manager. For Dependant employees their LM should be the head
      of the section or department they work in. The LM should not be below the rank of
      Staff Sergeant, E1 grade in the Civil Service or a GLSU agreed Locally Employed
      Civilian Grade (not less than a C5 or equivalent Industrial Grade). The
      Countersigning Officer should be the LM’s reporting officer.

       c.    An effective LM will ensure staff receive the training and development
      required to undertake their full duties. To do this the LM will need to ensure the
      following actions are taken:



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            (1)    Identify with the assistance of the GLSU the skills and qualifications
            required for each post.

            (2)   Provide a comprehensive induction into the post, branch and/or
            department and unit for each new employee. (This will also apply to Directly
            Employed Labour (DEL) employees).

            (3)     During the last two weeks of the employee’s probationary period
            initiate the Appraisal Form at Annex C and agree performance objectives
            and targets with the employee for the forthcoming 12-month period.
            Detailed guidance on the completion of the Appraisal Form is at Appendix 1
            to 6 to Annex C. It is to be noted that the Appraisal year runs from the date
            of the employee completing his/her probationary period for the next twelve
            months.

            (4)    At the six months point, review and comment on the Dependant’s
            performance objectives and targets. If this is not possible (perhaps for
            operational reasons) then it should be carried out at the earliest opportunity
            thereafter.

            (5)    Complete the Appraisal Report Form at the 12 month point (or on the
            Job Holder leaving their appointment if they have been in post for more than
            3 months) and conduct a formal report interview (interview guidance notes
            are at Annex B). Thereafter pass the report to the Countersigning Officer for
            completion. Upon completion of the report provide a copy for the employee,
            retaining one copy and forwarding the original to the GLSU.

            (6)    Undertake a regular assessment of each Dependant employee’s
            training and development needs.

            (7)    Take action to meet these training and development needs.

            (8)    Prior to any training activity discuss with the Job Holder their
            objectives for the training.

            (9)   After training, evaluate the effects of the training on an individual’s
            work performance.

     d.     Individual’s Role. An individual must at the commencement of an
     Appraisal period confirm that they wish to participate in the process. If they do not,
     then they must annotate the appraisal form (Section 1 Declaration) accordingly.
     Thereafter:

            (1)    The individual Dependant must discuss and agree to their job
            performance objectives and targets with their LM. Those Dependant
            employees who have been in post for longer than six months should propose
            their own objectives and targets and then discuss and agree them with their
            LM.




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              (2)     Training is a personal responsibility and should not be left solely to
              LM. It is incumbent on each individual to ensure that their training needs are
              identified, and that action is taken to seek and receive the training required.
              They should take advantage of all relevant training opportunities to meet
              their post’s needs and put into practice the knowledge and skills the training
              has given them.

       e       Line Management with Family Connections to the Dependant: This will
       normally only arise where authority has already been given to employ Dependants
       in the same branch/department as their spouse, father or mother. In this situation
       attempts must be made to find an alternative LM.

                DEPENDANTS PROGRESS REVIEWS (APPRAISAL SYSTEM)

INTRODUCTION

4.006 Before the LM and job holder can assess the training that is required, the skills and
levels of performance needed by the job holder to do their job have to be identified. This
cannot be done in isolation but is an ongoing process. Once the basic job description has
been formulated, the LM in conjunction with the GLSU can determine the basic skills and
qualifications needed to recruit an individual for the post. A prospective employee will not
necessarily have all the stipulated requirements.

4.007 The job description should only be regarded as the foundation stone for the job. It
is not necessarily linked to a unit’s or department’s role or their Management Plan. An
individual’s contribution - output - must relate to higher level plans and their focus,
therefore, is on the achievement of outputs and not job definitions. It is important that the
job holder understands how their contribution fits in with the appropriate Management
Plan and with higher level objectives.

4.008 An individual must understand:

       a.     The significance of their job within the organisation.

       b.     Be able to feel part of a team committed to meeting the same aims.

       c.    Know those tasks or areas for which they are accountable and what
       resources they have available to them so that they can produce the required output.
       The resources should include the provision of the necessary equipment and
       materials, but more importantly the skills to undertake the tasks in hand. Where
       necessary training and development will be provided.

4.009 Training and development has to be part of a wider process. The requirements can
only come from proper planning and objective setting. The identification of training needs
has to be included as part of an appraisal system. The Appraisal System has three
fundamental concepts:

       a.     Clear and agreed objectives.

       b.     Progress Assessment.


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      c.     A commitment to Individual Training Plans (ITP).

4.010 All Dependant employees, will have the same Appraisal Report Form whether they
are Industrial or Non Industrial Grades. The standard Report Form is at Annex C, and is
available either from the GLSU or on line at: www..bfgnet.de/lecsupport - Guidelines for
completion are as follows:

      a.     Section 1 - Job Holders Details - Appendix 1.

      b.     Section 2 - Progress Agreement - Appendix 2.

      c.     Section 3 - Individual Training Plan - Appendix 3.

      d.     Section 4 - Progress Review, Assessment and Review - Appendix 4.

      e.     Section 5 - Overall Assessment/Annual Progress Assessment - Appendix 5

      e.     Section 6 - Completion and Receipt - Appendix 6.

4.011 Evaluation An essential measure of the effectiveness of training and development
is the degree to which knowledge, skills and attributes are applied in the workplace and
the extent to which there is an improved performance. Without constant evaluation BFG
cannot be sure that its investment in training is obtaining the required benefits. Action,
therefore has to be taken pre and post training to ensure the needs of the employee, the
branch, the unit, and BFG as a whole are being met. Remember evaluation is a
continuous activity and should not be restricted to those periods which are devoted to the
six month summary or end of period report.

4.012 Data Protection All Parties concerned are reminded that completed or partially
completed Progress Reports (BFG F 330R) are classified as Restricted – Staff. Therefore,
hard and electronic copies are to be handled in accordance with the current Data
Protection Act, Codes of Practice Part 2 on Employment records.




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                                                                                        ANNEX A TO
                                                                                       SECTION 4 TO
                                                                                         SI BFG 6200

                                        JOB DESCRIPTION (Example – DEP)


Budget/Establishment/Unit:

Branch/Department:

Location:

Post Title:                     (m/f)

Grade:

Responsible to:

Vetting requirement:

For regular employment with (free field) GLSU RLC.

1. GENERAL


2. MAIN DUTIES

a. Performs all administrative/clerical duties related to his/her field of activity.

b. Assists other members of staff in the completion of their tasks as directed.


3. OTHER DUTIES

a. On request of the employer, he/she must attend courses which are improve his/her suitable to professional
skills.

b. Is required to deputise for other personnel during their absence as directed by the employer.

c. Carries out any other reasonable duties, which are within the scope of the employer’s right of directive.

4. DRIVING OF DUTY VEHICLES

Is/Is not required to drive duty vehicles (and must hold at least a class ………….. driving licence and FMT 600).

or

Must occasionally drive duty vehicles, provided he/she holds the necessary driving licence and FMT 600.

or
Must operate MHE and hold the necessary qualifications and FMT 600.

or

Must occasionally operate MHE, provided he/she holds the necessary qualifications and FMT 600.

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5. OVERTIME/WORK ON SUNDAYS AND/OR PUBLIC HOLIDAYS

a. Must work overtime on request of the employer.

b. Regular work on any day of the week and Public Holidays is a feature of the employment.

or

b. Must perform work on any day of the week and Public Holidays on request of the employer.

6. SHIFT WORK/ROTATING SHIFT WORK

Regular shift work or rotating shift work is/is not a feature of the employment.

or

Must perform shift work/rotating shift work on request of the employer.

7. ON-CALL DUTIES

On-call duties are/are not a feature of the employment.

Must perform on-call duties on request of the employer.

8. MEDICAL

A medical examination is/is not a prerequisite for this employment. Subsequent medical examinations are/are
not necessary. However, must undergo medical examinations in accordance with Health and Safety at Work
provisions or other relevant provisions as necessary.

9. REQUIRED PROFESSIONAL QUALIFICATIONS/EXPERIENCE

a. Essential:

      (1) Professional qualifications/experience:

            • Sufficient knowledge of the English or German language
              (verbal/written).

      Other competences:

b. Desirable:

Ability to communicate in English and German.

10. HEALTH AND SAFETY AT WORK

Is obliged to take care of his/her own safety and health at his/her place of work within his/her ability and in
accordance with the instructions and orders of the employer. Furthermore, he/she is also obliged to take care of
the safety and health of persons, who are effected by his/her actions or omissions at work. Within the frame of
the aforementioned rules he/she is especially required to use machinery, equipment, tools, working substances,
working materials, transport aids and any other working aids as well as protective equipment and the issued
personal protective equipment in accordance with the requirements. He/she is to report any direct and
considerable danger to health and safety as well as failures of the safety systems to the employer or the
relevant supervisor without any undue delay.


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11. REDEPLOYMENT WITHIN THE GARRISON

The employee may be redeployed to any unit/department (free field) within the employing agency (free field)
GLSU RLC or temporarily detached to a different employing agency.

12. TRAVEL EXPENSES

The employee is not entitled to payments for miles driven to and from place of work to residence. If the
employee is required to perform his/her duties outside the (free field) area he/she will be entitled to travel claims
in accordance with the current regulations.

13. ORGANISATION CHART

The post holder’s position in the organisation is shown below, but may change due to reorganisation or a
redeployment and addition to staff. A change of the organisational chart upon a reorganisation, a redeployment
or addition to staff will not require a notice to change of employment contract. The post holder will be given a
new organisation chart upon the change.




Date                           Signature Employee




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                                                                             ANNEX B TO
                                                                            SECTION 4 TO
                                                                              SI BFG 6200


INTERVIEW GUIDANCE NOTES

1.     Maximum value will be achieved if both parties have prepared for the interview.
The interview should have a sensible structure with adequate time allocated to the main
elements, which are:

        a.   Progress against agreed objectives.

        b.   Progress against Individual Training Plan (ITP).

        c.   Progress Assessment.

        d.   Objectives for the next reporting period.

2.     The interview should be a genuine exchange of information and views, not an
interrogation or a dressing-down. The job holder should be talking for at least half the
time. This is their opportunity to raise issues and discuss points which are important to
them.

3.     The Progress Report Interview is an important event for both the job holder and line
manager. An agreed convenient time should be chosen and enough time must be set
aside to cover all the ground required.

4    Another important factor is the environment. The interview needs to be held
somewhere, which is:

        a.   Private.

        b.   Quiet.

        c.   Comfortable.

        d.   Not liable to interruption.

5.     It is likely to be the LM responsibility to arrange a room. You should, therefore,
avoid anything which acts as a barrier between you and the job holder, make sure you are
both comfortable and on the same level and give some thought to the availability of such
things as coffee, tea or a soft drink.




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6.       Few people have a problem giving feedback on good, or even average, progress
results but when presented with the prospect of discussing poor progress there may be
difficulties. Typical responses include:

        a.    Playing it down.

        b.    Passing over it quickly before moving onto good points.

        c.    Avoiding it altogether.

7.      More often than not, however, a job holder has appraised their own progress fairly
thoroughly and will be anticipating comment on poor results when it is appropriate.
Difficulties arise more as a result of the LM own feelings than those of the job holder.
Before the interview LMs should decide:

        a.    What objective evidence they have that the progress results were
        poor.

        b.    What reasons could there be for this - have any circumstances changed?

        c.     At what stage of the feedback session they will comment - beginning, middle
        or end; how they will introduce the subject.

        d.    How they will respond to any upset, denial, silence, rushed agreement or
        whatever.

8.      There are some suggested principles which can assist the LM:

        a.    It’s the progress results that are below standard, not the person.

        b.    Give the job holder the chance to comment first. They may well
        acknowledge poor results before a LM raises it, or add new information to be
        considered.

        c.   Emphasize solution, conclusions and ways to move forward - the job holder
        may well have good suggestions in this area.

        d.     Keep the poor results in perspective. There is a good chance that the job
        holder will go away forgetting all the good things that have been said and
        remembering only the bad.

        e.    End on a positive note. Try and place a piece of poor results between two
        good or acceptable results.

        f.   Be factual and deal with poor results in the same honest and straightforward
        manner as dealing with good results.

        g.     Never apologise for raising the subject. Do not feel defensive about it. The
        job holder cannot improve if LM shirk their responsibilities.



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                                                                                                           ANNEX C TO
                                                                                                        SECTION 4 TO SI
                                            RESTRICTED STAFF
                                                   (when completed)                                           BFG 6200


                                                                            BFG Form 330R (Revised Nov 05)
                             BRITISH FORCES GERMANY
                           DEPENDANTS PROGRESS REPORT
                               (Notes to assist completion are on page 4)
                              SECTION 1 – JOB HOLDER’S DETAILS
                                                     (See note 3)
Post Title:                                                Unit:
Forename(s):                                               Surname:

Grade:                                                     Date started current job:
Reporting Period         From:                                                  To:
Any other grade held during the period:
Grade:                     From:                                                To:

Declaration 1: I wish to participate in the                Declaration II: I do not wish to participate in the
Dependant Progress Reporting scheme during this            Dependant Progress Reporting scheme during
employment.                                                this employment. I am aware that by refusing to
                                                           participate in the scheme, my training
                                                           opportunities may be adversely affected.


Signature of Job Holder………………………..                         Signature of Job Holder ………………………
LINE MANAGER’S DETAILS                                     COUNTERSIGNING OFFICER’S DETAILS
Name:                                                      Name:

Rank/Grade:                                                Rank/Grade:
Telephone Number:                                          Telephone Number:
                              SECTION 2 – PROGRESS AGREEMENT
         To be completed by the Job Holder in agreement with the line manager at the start of report period
                                                     (See note 4 )
Job purpose (brief description of role)


Personal Development Objectives (if applicable) and in                      Target date(s)
approximate instruction of importance




                                            KEY OBJECTIVES
                    To be drafted by the Job Holder in agreement with the Line Manager
      Objectives - In approximate instruction of importance                            Target date(s)




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                              SECTION 3 – INDIVIDUAL TRAINING PLAN
 Training and development to improve current job performance -identified by Job Holder- agreed by Line Manager.
                                   (This may be continued on an attachment sheet –See note 4)
Training Need               Recommended Solution and               Progress/ Date        Comments/Date achieved
                               by whom and when                      of Review




                SECTION 4 – PROGRESS REVIEW, ASSESSMENT AND REVIEW
                                                         (See note 5)
                                              SIX MONTH REVIEW
   Record the outcome of the discussion between Job Holder and Line Manager on performance and progress
   during this part of the reporting period. Use this to update the report, noting any changes to objectives, training
   or development needs recorded elsewhere.




   Job Holder’s                        Date:                   Line Manager’s                    Date:
   Signature:                                                  Signature:




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            SECTION 5 - OVERALL ASSESSMENT/ANNUAL PROGRESS ASSESSMENT
      This section should be drafted before the Progress Review interview. Final completion should take place following the
        Interview. This assessment should cover what the Job Holder has done in respect of objectives.




                            PROGRESS REPORT INTERVIEW
The interview took place on                  Date:
The Job Holder has worked for me for        Years                                          Months
Line Manager’s Signature                     Date:

Does the Job Holder wish to discuss their report
with the Countersigning Officer?                                  YES           NO  (tick as applicable)

                                          JOB HOLDER’S COMMENTS
                                     (To be completed after Progress Report interview)
 I have read my Progress Report and discussed my work performance over the period. I have discussed my training and
 Development needs with my line manager during my Progress Report interview. My comments are: (may be continued on a
 separate sheet if required)




 Job Holder’s Signature:                                   Date:
                               COUNTERSIGNING OFFICER’S COMMENT
   Review line manager’s assessments, make any recommendations, include details of areas where you disagree.

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 Have discussed this report with the Job Holder?             YES        NO  (tick as applicable)
 The Job Holder has worked for me for:                       Years      Months

 Countersigning Officer’s Signature:                                             Date:

                                SECTION 6 – COMPLETION AND RECEIPT

                        CONFIRMATION OF COMPLETION AND RECEIPT
                      Once signed by the Job Holder, this report must not be amended in any way.
 I, the JobHolder, am/am not* satisfied with this Progress Appraisal
 (* delete as applicable)


 Job Holder’s Signature:                                                                   Date:
 Countersigning Officer’s Signature*:

 (*Signature is only required where JH disagrees with the report.)              Date:
 This report, is to be fully completed and signed within 1 month of the end of the reporting period. (See note
 6). The report to be forwarded to the GLSU within 1 week of the Job Holder having signed this Section.
 OC GLSU
 Name:                                           Signature:                               Date:
 Rank:

Notes on completion:

1. These notes are designed to assist in completion of this report, however, for full details your
   attention is drawn to SI BFG 6200, Section 4.

2. During the reporting period the report is to be retained by the Job Holder (or at their request by
   the Line Manager).

3. Section 1 - for new Job Holders: To be completed by the Job Holder during the first month in
   employment. The relevant Declaration is to be signed. For those Job Holders already in post,
   Section 1 is to be completed within a month of the previous reporting period having ended.
   Where a Job Holder does not wish to participate in the Appraisal Scheme – Section 1 is to be
   completed, signed and the Appraisal form returned to the relevant GLSU within 5 weeks of
   completion of the Job Holders probationary period

4. Sections 2 & 3 - for new Job Holders: This is to be completed 2 weeks prior to completion of the
   probationary period. For Job Holders already in post, within 1 month of receipt of the report
   These sections require the agreement of the Line Manager, where no agreement is reached
   passed to Countersigning Officer for comment. Where it is deemed necessary to continue
   training and Development needs on a separate piece of paper this is to be attached to the
   report by use of a staple. A copy of Section 3 (ITP) is to be forwarded to the GLSU within 5
   weeks of the completion of the employee’s probationary period, and subsequent ITPs within 5
   weeks of commencement of the Job Holders new reporting period.

5. Section 4 This is designed for the six month reporting review, but can equally be used at any
   time during the reporting period (e.g.) where there are a changes in objectives/or in Line
   Manager due to deployment or posting.

6. A reporting period is also deemed to end when a Job Holder terminates employment.
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                                                                          APPENDIX 1 TO
                                                                            ANNEX C TO
                                                                           SECTION 4 TO
                                                                             SI BFG 6200

BRITISH FORCES GERMANY - DEPENDANT PROGRESS REPORT COMPLETION

SECTION 1 - JOB HOLDERS DETAILS

1.     On receipt of the blank Progress Report form (BFG Form 330R) from the GLSU the
LM in conjunction with the employee are to complete Section 1 as follows:

      a.     For new job holders.     During the first month of employment.

      b.     For those currently in employment. Within one month after the previous
      reporting period.

2.     Reporting Period. The reporting period runs from the date of successful
completion of the employee's probationary period for 12 months. Subsequent reporting
periods commence the day after the previous reporting period again for a period of 12
months. In the case of employees where there is no probationary period the 12 month
period commences from the date the employee starts work.

3.     Declaration. All employees must declare whether or not they wish to be included
in the Dependant Progress Report scheme. Thereafter the LM and the Countersigning
Officer's details are to be appended.

4.     In cases where an employee has declared that they do not wish to participate in
the scheme, the form is to be returned to the GLSU with Sections 2 to 6 left blank together
with any appropriate comments made by the LM or Countersigning Officer. The GLSU will
then place the form on the employee's personal file.




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                                                                             APPENDIX 2 TO
                                                                               ANNEX C TO
                                                                              SECTION 4 TO
                                                                                SI BFG 6200

BRITISH FORCES GERMANY - DEPENDANT PROGRESS REPORT COMPLETION

SECTION 2 - PROGRESS AGREEMENT

1.     The Progress Agreement expresses what the Job Holder is expected to achieve
during the reporting period. It is important that the Job Holder and LM have a clear
understanding of what is to be achieved and that progress is assessed against
appropriate objectives. Practically this means:

      a.     For the Job Holder.

             (1)   A better understanding of where priorities lie and how they are
             expected to contribute to the achievement of the organisation’s objectives.

             (2)    A clear understanding of the standards required.

      b.     For the Line Manager.

             (1)    A basis for allocating responsibility for achieving certain results to
             individuals and monitoring achievement of those results.

             (2)    Hard evidence to support the overall progress assessment.

2.    The key points of the Progress Agreement are:

      a.    The Progress Agreement comprises the job purpose, main areas of
      responsibility, agreed objectives and targets.

      b.     The Progress Agreement should be agreed between the Job Holder and the
      LM at the beginning of the reporting period.

      c.    The Job Holder and the LM should both hold a copy of the completed
      Progress Agreement to refer to during the reporting period.

      d.     Objectives should be reviewed at least once during the reporting period and
      in any case at the six month point.




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THE JOB PURPOSE

3.     This is to be completed by the Job Holder.

4.     The aim of identifying the job purpose is to get the Job Holder to think about what
they are employed to do. It may seem obvious but many never think of their job in these
terms. The Job Holder must express the overall purpose of their job and needs to get
answers to some fundamental questions:

       a.     Why does my job exist?

       b.     What am I here to achieve?

       c.     How does my job contribute overall to the success of my Unit/Branch?

5.     Do not express the purpose of the job in terms of the LM job. It is important that
the Job Holder states what they are to achieve, not someone else. As an example, a C4
Registry Clerk’s Job Purpose would be:

       "To provide efficient and effective administrative support to members of the Branch"

OBJECTIVES

6.    Personal Development Objectives.           These must be agreed by both the LM and
Job Holder.

7.     To identify these objectives the Job Holder should ask:

       a.     What do I want to achieve in each of my main areas of responsibility?

       b.    What specific result - as far as possible within my personal control - am I
       aiming at?

       c.      Is my current level of progress satisfactory in this main area? Will it be
       sufficient to MAINTAIN current progress?

       d.     Do I require any specific training in instruction to assist me in my current role.

8.     Key Objectives. These must be drafted by the Job Holder in agreement with the
LM. Do not attempt to set more than ONE objective for each main area. The identified
objectives should broadly cover the job. The number of agreed objectives must be
determined by the requirement of the job.

9.      There is NO point in identifying objectives that the Job Holder is unlikely to be able
to achieve. It is therefore important that the LM and Job Holder review together the
identified objective and consider the following:

       a.     Does the Job Holder have the skills or experience required to achieve the
       objective? If not steps must be taken to provide the training required. (This will
       become a training need in Section 3 of the Report).
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      b.     Does the Job Holder have control over the achievement of the objective? If
      control is limited, consider whether the objective can be broken down into parts
      over which he/she has more influence and reword the objective accordingly.

      c.     What are the resource implications of achieving these objectives?
      Resources - such as budgets, staff, equipment - need to be reviewed to determine
      whether the objective is realistic. Over the reporting period this issue will need to
      be reviewed, especially if more work is involved in achieving the objective than was
      originally foreseen.

10.   An example of an objective for a C4 Registry Clerk could be:

      "Filing: - To maintain an accurate and up-to-date filing system."

11.   Target Dates.     The Job Holder and LM must also agree the progress targets for
each objective.

12.   To do this they must consider how progress will be measured and identify suitable
performance indicators. An indicator is an aspect of the job against which progress can
be measured and will usually fall into one of the following categories:

      a.     The QUANTITY of output the Job Holder has to produce.

      b.     The QUALITY of the Job Holder’s Work.

      c.     The TIMESCALES within which the Job Holder has to achieve the objective
      or any of the tasks associated with the objective.

      d.    The COST of achieving the objective or any tasks associated with it, e.g. the
      budget that a Job Holder might have to work within.

13.    A progress target is a specific result, which is to be achieved by the Job Holder,
expressed in terms of the indicator. Wherever possible, the target should be a number, a
date or a precise standard to be achieved. Progress targets can be identified by asking:

      a.     When will this objective and the tasks associated with it be achieved?

      b.      What is the consequence of performing to a satisfactory level? What will the
      result look like?




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14.   An example of progress targets and indicators for a C4 Registry Clerk would be:

      Indicator: Time taken to file documents from date of receipt (Time)
      Target: 2 days

      Indicator: Size of current part of file (Quality) - maximum thickness/maximum
      number of enclosures

      Target: 2.5cm thick/100 enclosures

      Indicator: Regularity with which files are to be checked for archiving (Time)
      Target: Every four months

      Indicator: Maximum time lapsed since last enclosure on a file before it is archived
       (Quality)
      Target: Every six months

15.   Points to Remember

      a.     Objectives. An objective is a statement of desired outputs against which
      progress can be monitored and success judged. Without clear objectives the Job
      Holder will not know what is expected of them, will not be able to judge their job
      progress nor if they have delivered the required results. The Job Holder must agree
      with their LM clear objectives for their job. These objectives must be SMART -
      Specific, Measurable, Achievable and Agreed, Relevant and Time-related:


            (1)    Specific. There must be clarity on the outcomes that are expected.

            (2)    Measurable. Most objectives can be measured. They will often
                   cover:

                   (a)    Quantity of output.

                   (b)    Quality of the output.

                   (c)     Costs.

            (3)    Achievable and Agreed. Most people will respond to a challenge but
            unachievable objectives are demoralising and counter-productive. Where
            objectives are agreed between the LM and the Job Holder it is more likely
            the Job holder will be committed to achieving the objectives.

            (4)    Relevant. The link between the job objectives and those of the
            management plan should be clear so that the individual can recognise their
            contribution.

            (5)    Time- related. The time span for achieving an objective must be
            stated so that Job Holder’s can monitor their own progress. If there is a
            long-term objective then it must include target dates so that the task is
            divided into manageable chunks.

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     b.     Timescales/Target Dates. Objectives can be set with completion dates of
     less than the reporting period. The achievement of these objectives can be
     considered during a review and assessed as interim achievements.




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                                                                            APPENDIX 3 TO
                                                                              ANNEX C TO
                                                                             SECTION 4 TO
                                                                               SI BFG 6200

BRITISH FORCES GERMANY - DEPENDANT PROGRESS REPORT - COMPLETION

SECTION 3 - INDIVIDUAL TRAINING PLAN (ITP)

METHODS OF TRAINING

1.     In training employees to be effective it is often mistakenly believed that a formal
training course is the only solution. There are a wide range of alternatives which line
managers and job holders should consider in meeting a training requirement. Some of
these are detailed below:

       a.    Branch and unit induction through various means, e.g. an induction pack, a
       presentation or staff briefings.

       b.     On the job coaching by LM or colleagues.

       c.     Head of Branch/Unit briefings. These are regular briefings to the staff to
       keep them informed of current issues are an effective training method and will help
       to focus on key objectives.

       d.    Computer based/multimedia training. This includes the Defence Electronic
       Learning Centres which now provide (on line) training in computer software
       packages, and which are linked to the Civil Service core competencies and
       personal development.

       e.     Distance Learning. The MOD’s modular approach to training means that
       many of the Defence Management Training (DMT) courses can be undertaken as
       distance learning packages. This minimises absences from the workplace but line
       managers must allow sufficient time within working hours for the completion of the
       package.

MANDATORY TRAINING

2.    All new LEC employees are to receive appropriate induction training into the post,
branch and unit.

3.     Where applicable Dependant employees are to receive the laid down regulatory
training for the job they hold.




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RESOURCES

4.     Resources for training are provided by both MOD Centre and by BFG. In terms of
course provision MOD courses such as those provided by Defence Management Training
(DMT) are funded centrally. All Dependant employees are entitled at no charge to attend
the same courses as the Civil Service staff including those courses run in the UK, subject
to the Budget Holder’s approval.

5.      It is BA(G)’s policy to provide as many of these courses in theatre as is possible or
viable in instruction to minimise absences from the place of work and to relieve pressures
on travel and subsistence budgets. Additionally computer software courses, further
education and language courses are provided through the Education and Training
Services (ETS). There are two Defence Electronic Learning Centres within BFG. In
addition LEC Human Resource Management courses are held at the LEC Trg Wing,
Herford.

6.     Wherever possible and subject to Budget Holder’s approval and authority
Dependant employees can take advantage of relevant job-related external training and
further education opportunities, in accordance with the rules laid down in this SI BFG at
Section 1, Paragraphs 1.104 to 1.106 and Annex C to Section 1.

INDIVIDUAL TRAINING PLAN (ITP)

7.     The Key Points are:

       a.     The Individual Training Plan is to be completed at the commencement of the
       report period.

       b.     Where appropriate, the contents of the plan should take account of the
       issues discussed during the Progress Review interview for the previous report
       period.

       c.     All disabled staff should be asked whether there is any special equipment,
       training or other help which they require to enable them to perform their job. There
       is a central fund, administered by the Civilian Equal Opportunities Unit, which is
       available to meet such needs.

8.     Integrating training considerations into the Progress Report form should ensure that
a much closer and more direct link is made between progress and training needs. The
Individual Training Plan must be completed at the start of the report period, reviewed
throughout the period or at a minimum the six month point, and assessed at the end of the
period to ensure that training opportunities have been pursued. This places
responsibilities on both the LM and Job Holder to set realistic goals and to work towards
achieving them.

9.     The Individual Training Plan should be drafted by the Job Holder and agreed by the
LM.

10.    The following steps provide a guide to completing an Individual Training Plan:


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Step 1   The Job Holder should consider:
            a. The assessments given in the previous Progress Review and
         the discussion
            that took place during the Progress interview or with the
         Countersigning Officer.
            b. The level of knowledge required for the post.
            c. Whether some training is required to achieve objectives in the
         Progress
            Agreement.

Step 2   The Job Holder should decide which areas require developing and
         formulate some ideas on how this may be done. Don't forget strengths
         can be built upon as well as weaknesses improve.

Step 3   The Job Holder should discuss the draft plan with the LM, prioritise and
         agree the plan. Thereafter they both should agree when progress in
         the plan is to be reviewed.

Step 4   Where a disagreement exists the plan should be passed to the
         Countersigning Officer for comment.

Step 5   A copy of the plan is to be retained by the Job Holder and the LM and
         where appropriate take the necessary action, e.g. apply for a training
         course.

Step 6   A copy of Section 3 (ITP) is to be forwarded to the GLSU not later than
         5 weeks after the end of the probationary period, and subsequent ITPs
         within 5 weeks of commencement of the the Job Holders new reporting
         period.




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SI BFG          4C3-4          AMDT 18
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                                                                          APPENDIX 4 TO
                                                                            ANNEX C TO
                                                                           SECTION 4 TO
                                                                             SI BFG 6200

BRITISH FORCES GERMANY - DEPENDANT PROGRESS REPORT - COMPLETION

SECTION 4 - PROGRESS REVIEW, ASSESSMENT AND REVIEW

REVIEW AGREED OBJECTIVES

1.      Objectives must be kept up to date. Regular reviews of objectives are therefore
vital. The Job Holder should ask:

      a.     Have my responsibilities changed in any significant way?

      b.    Have any new pieces of work been allocated which will affect the way I use
      my time within the next few weeks or months?

      c.     Are there any other factors, which have changed since my objectives were
      set which, might prevent me from achieving my objectives?

      d.    Are any of the objectives in the Progress Agreement no longer relevant or
      achievable as a result of these changes?

      e.     Do I need to identify any new objectives to reflect my new responsibilities?

      f.     Do any of the progress targets require modification?

2.   Proposed changes to objectives should be drafted and discussed with the Line
Manager.

3.     Arrangements should be made with the LM to meet not more than six months from
the start of the report period to agree formally any modifications to objectives. The Job
Holder should come to the interview prepared to discuss the progress made towards
meeting objectives. The Job Holder, however, should feel free to discuss their objectives
with their LM at any time outside of the formal interviews.

LINE MANAGER’S RESPONSIBILITIES

4.    LM must:

      a.      Ensure that objectives are reviewed not more than six months from the start
      of the report period.

      b.    Discuss the Job Holder’s draft proposals for revisions and agree what should
      be added, modified or deleted.

      c.     Discuss, assess and record progress against objectives.



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      d.     Add any newly-identified objectives to the Progress Agreement.

      e.     Consider whether any further action is required if the Job Holder is not
             performing satisfactorily against the objectives.

      f.     Evaluate any training carried out by the Job Holder during the reporting
      period.

5.    LM should use the six month review section in the report form to record any
changes to the agreed objectives and comment on the extent to which an objective has
been achieved at the time of the review.




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                                                                          APPENDIX 5 TO
                                                                            ANNEX C TO
                                                                           SECTION 4 TO
                                                                             SI BFG 6200

BRITISH FORCES GERMANY - DEPENDANT PROGRESS REPORT - COMPLETION

SECTION 5 - OVERALL ASSESSMENT/ANNUAL PROGRESS ASSESSMENT

ANNUAL PROGRESS ASSESSMENT

1.    This section should be drafted before the Progress Review Interview. Final
completion should take place following the interview.

2.     Achievement of Objectives. State what progress has been made against
objectives. If objectives have not been met explain why and if there were any mitigating
circumstances.

3.      Working Relationships. Describe how they perform as a team member. How
well respected, how approachable, helpful and understanding. Give examples of
situation(s). How prompt, patient courteous and aware of others needs.

ASSESSMENT

4.     Comments must reflect any progress and action taken to address developmental
needs; any strengths or weaknesses; their management of work, personal effectiveness,
drive and determination, reliability under pressure; how the job holder has received and
acted on help and guidance and addressed any shortfalls or responded to development
needs. Record any areas of disagreement by the job holder.

5.    Further Guidelines:

      a.     Management of Work - extent of planning required in relation to the job
      purpose. Specify what is planned, whether priorities are met and what happens if
      not met. Where applicable describe how effectively they plan the work of others.
      Indicate level of output and quality and how much supervision required.

      b.    Personal Effectiveness - State the extent of responsibility. How well do they
      organise, motivate, develop, delegate. State if effective and economical use of
      resources    is demonstrated and specify what they are, e.g. time, postage, stores.
       Describe how well they analyse problems and grasp written and oral instructions.
      Do they look ahead and plan to meet potential problems? Can they come to a
      sound decision which achieves objectives? Give examples.

      c.    Drive and Determination - Do they get things done despite the difficulties?
      How energetic, enthusiastic and successful are they? State any difficulties they
      overcame. How they reacted and what they were able to achieve.




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      d.    Reliability under Pressure - State what the pressures were, if none then
      make that clear in the comments. State how they reacted in situations and
      examples of work produced and objectives achieved because of or despite
      pressures.

6.      The Progress Assessment is to be drafted by the LM before the Progress Review
Interview and is designed to aid the discussion between the LM and Job Holder.

THE PROGRESS INTERVIEW

7.    During the interview the following must be discussed:

      a.     The Achievement of Objectives.

             (1)    To what extent were the objectives achieved.

             (2)   What circumstances prevailed that resulted in the objectives not being
             achieved or only partially achieved.

             (3)   The Job Holder should not be penalised if objectives were not
             achieved for reasons outside their control.

      b.     Rating of Overall Progress.

             (1)    Refer to the notes on the Form.

             (2)   If the Job Holder is unhappy with the pen picture, the LM should
             reconsider their comments in the light of the information provided by the Job
             Holder.

      c.     Training

             (1)    Evaluate any training concluded throughout the reporting period.

             (2)    Identify any improvement in performance as a result of training.

      d.     The Job and Personal Objectives for the Next Review period.

             (1)     What objectives are to be carried forward to the Progress Agreement
             for the next review period and do they require any amendment?

             (2)     What new main areas of responsibility will the Job Holder be taking
             on, if any, and what new objectives will be required as a result?

             (3)    If there is insufficient time to discuss the next period’s objectives a
             further interview must be held within one week of the first interview.




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JOB HOLDER’S COMMENTS

8.    Completion of this section of the form is optional.

9.      Where the Job Holder wishes to exercise their right to comment they should do so
after the LM has completed his/her section of the report form, following the Progress
Review Interview, and before it is passed to the Countersigning Officer.

10.   The LM should see the Job Holder’s comments before passing the form to the
Countersigning Officer.

11.     There will be further opportunity for the Job Holder to add comments after they
have seen the Countersigning Officer’s comments and before the report is signed for the
last time.

12.     The Job Holder’s comments section is not to be used to submit an appeal against
the overall progress assessment or a grievance against any other aspect of the Progress
Review. Separate submissions are required for this. The procedure for this is detailed in
this SI BFG at Annex A to Section 3.

COUNTERSIGNING OFFICER’S COMMENTS

13.    The Countersigning Officer should review the LM assessment and then provide
his/her own comments and overall progress assessment. In instruction to do this it is
crucial that the

Countersigning Officer has a good understanding of the Job Holder’s area of work and
their level of performance.

14.   It is also important that the Job Holder’s comments on the LM Progress
Assessment are read carefully and a discussion with the Job Holder must be held if one is
requested.

15.   Good practice would predicate that a discussion with the Job Holder was held
anyway. The Countersigning Officer is required in his section of the report to say whether
they have done so or not.

16.    If the Countersigning Officer’s comments disagrees with any of the assessments
given by the LM, particularly the overall assessment, the Countersigning Officer must
discuss the reasons why with the LM and the Job Holder. The comments provided by
both parties must be taken into consideration before the Countersigning Officer finally
decides upon his/her assessment.




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         INTENTIONALLY BLANK




SI BFG          4C5-4          AMDT 18
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                                                                             APPENDIX 6 TO
                                                                               ANNEX C TO
                                                                              SECTION 4 TO
                                                                                SI BFG 6200

BRITISH FORCES GERMANY - DEPENDANT PROGRESS REPORT - COMPLETION

SECTION 6 - COMPLETION AND RECEIPT

1.      Confirmation of Completion. The Job Holder must confirm that they are
satisfied or not as the case may be with the full report before signing the report for the last
time.

2.     The Countersigning Officer must then sign the report only if the employee
dissatisfied with the report before it is sent to the GLSU. If the Countersigning Officer
wishes to make any written comment regarding the employee's dissatisfaction, this must
be appended to the report.

3.      Once the report has been received by the GLSU the OC is to confirm that the
report has been completed correctly and in accordance with the procedures contained
within this SI BFG.
Thereafter the report is to be placed on the Job Holder’s P file. The report(s) will be
returned to the Job Holder at the end of their final employment as part of an overall
Leaving Pack.

4.   On receipt of the completed report at the end of the reporting period the GLSU is to
immediately forward a blank report to the unit covering the next reporting year.


THE PROGRESS REPORT INTERVIEW

1.     During the interview the following must be discussed:

       a.     The Achievement of Objectives.

              (1)    To what extent were the objectives achieved.

              (2)    What circumstances prevailed that resulted in the objectives not being
                     achieved or only partially achieved.

              (3)    The Job Holder should not be penalised if objectives were not
                     achieved for reasons outside their control.




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         INTENTIONALLY BLANK




SI BFG          4C6-2          AMDT 18
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