Get documents about "1 - Integra Office Solutions
Document Sample
STAFF HANDBOOK
POLICIES
1. Adoption Leave 4-5
2. Bereavement & Compassionate Leave 5
3. Car Hire 5
4. Company Cars 6-9
5. Company Mobiles Whilst Driving 10
6. Data Protection 10
7. Disability 11 - 14
8. Dress Code 14 - 15
9. Expenses 15
10. Equal Opportunities 16 - 17
11. H.R. Personnel Records 18
12. Harassment 18 - 19
13. Health & Safety 19 - 20
14. Holidays 20 - 21
15. Hotel & Travel 21 - 22
16. I.T. Usage 22 - 23
17. Internet 23
18. Maternity 23 - 26
19. Mobile Phones 26 - 27
20. No Smoking 27 - 28
21. Parental Leave 28 - 30
22. Paternity 30 - 31
23. Relocation 31 - 32
24. Smuggling Cigarettes etc 32
25. Snow / Adverse Weather
Integra Office Solutions Ltd February 2010 1
26. Telephone & Email 33 - 34
27. Training & Development 34 – 36
ABSENCE
1. Doctor/Hospital Appointment 37
2. Dependant Care 37 - 38
3. Permitted Leave of Absence 38 - 39
4. Sickness/Absence 39 - 41
H.R. PROCEDURES
1. Alcohol & Drug Dependence 41 - 42
2. Appraisals 42
3. Changes in Personal Circumstances 42
4. Changes in Terms and Conditions of Employment 41 - 42
5. Company Property 42
6. Disciplinary Procedure 42 - 48
7. Employees Duty to the Employer 48
8. Grievance Procedure 48 - 49
9. Hours and Place of Work 49 - 50
10. Housekeeping 50 - 52
11. Intoxicants 52
12. Meetings on Company Premises 52
13. Notices and Posters 52
14. Out of Office 52 - 53
15. Overtime 53
16. Pension Scheme 53 - 54
17. Private Trading/Sale of Tickets 54
18. Probation 54 - 55
19. Salaries 54 - 55
20. Security 55 - 56
21. Staff Purchase Scheme 57
Integra Office Solutions Ltd February 2010 2
22. Statutory Sick Pay 57 - 58
23. Termination of Employment 58
24. Time Keeping 59
25. Use of Company Name 59
Integra Office Solutions Ltd February 2010 3
POLICIES
1. ADOPTION LEAVE
Adoptive parents have rights akin to those enjoyed by pregnant employees and new mothers
during and after ordinary and adoption leave periods.
To qualify for Statutory Adoption Leave (SAL) you must have been:
(a) newly matched with a child for adoption
(b) have been continuously employed by the Company for 26 or more weeks by the end of
the week in which you were formally notified (by an approved adoption agency) of being
matched with a child for adoption. Top
1.1 Entitlement
You are entitled to 26 weeks ordinary adoption leave, followed immediately by up to 26
weeks‟ additional adoption leave. Top
1.2 Notification Requirements
You must inform the Company of your intention to take such leave within 7 days of having
been notified by your adoption agency that you have been matched with a child for adoption.
You will also be required to produce a signed and dated “matching certificate” provided by the
adoption agency.
You must also advise the Company of the date on which the child is expected to be placed
with you for adoption and when you want to start your SAL.
You can choose to start your leave from the date of the child‟s placement or from a fixed date,
which can be 14 days before the expected day of placement. If you wish to change your
intended date of commencing your adoption leave then you must give the Company at least
28 days of your new date.
The Company will write to you within 28 days confirming your leave and the date Adoption
leave ends and your expected return to work date. Top
1.3 Terms of Employment
During adoption leave you still enjoy and are bound by a number of terms in the employment
relationship.
These include, but not exhaustive, the following:
1. You do not have a legal right to be paid your normal salary but may qualify for statutory
adoption pay.
2. You have a right to 52 weeks adoption leave regardless of service
3. You will accrue holiday entitlement at your contractual rate during your adoption leave
period on the following basis:
4. You are not permitted to work for a competitor during your absence
5. You are bound by the terms relating to confidentiality of information
6. If you wish to resign your employment whilst on adoption leave you are required to give
contractual notice as per your contract of employment
Integra Office Solutions Ltd February 2010 4
7. The terms relating to disciplinary and grievance procedures apply
8. You remain bound by an implied duty of trust
1.4 Return to Work
If you wish to return to work early before the due date then you must notify the Company at
least 8 weeks before the date in question. Failure to do so could delay a return by up to 8
weeks or until the date on which you were otherwise due to return. Top
1.5 Statutory Adoption Pay
If you qualify for SAL and receive average weekly earnings equal to or greater than the lower
earnings limit for National Insurance contributions then you will normally qualify for up to 26
weeks‟ Statutory Adoption Pay during your ordinary adoption pay period. The adoption pay
period is the period that begins on the day immediately following the day immediately
following the day on which you begin your ordinary adoption leave.
There are two rates of SAP, the higher rate and the standard rate. The first six weeks of the
adoption pay period is paid at the higher rate of 90% of your average weekly earnings. The
following 20 weeks of your adoption pay period is paid at the standard rate (currently £123.06
per week) from April 2009. Top
2. BEREAVEMENT AND COMPASSIONATE LEAVE
Where there is a death in the family and this person is a close relative, namely, mother,
father, wife, husband or child, you are entitled to up to 5 days‟ paid leave. It is usually that
one of the 5 days is the day of the funeral. Any extension to this period is at the discretion of
your manager and with the authorisation from a Director.
For other relatives, such as auntie or uncle, the company would normally permit one day off to
attend the funeral.
3. CAR HIRE
Generally the use of employees own car for Company Business is not allowed unless:-
a. There is no „Pool‟ or other company car available.
b. There is no suitable public transport available.
c. The total trip is less than 100 miles and both (a) and (b) are not applicable.
Note that for trips in excess of 100 miles and where (a) and (b) does not apply then a hire car
(B or C class) should be booked via the Operations Department.
In any event, use of own vehicle or hire car should be pre-authorised by the Departmental
Director. Top
Integra Office Solutions Ltd February 2010 5
4. COMPANY CARS
4.1 General
If you are provided with a Company vehicle then the following will apply:
Any vehicle provided by the Company shall be used only for the purpose of your employment
and you are responsible for complying with all regulations issued by the Company in relation
to its vehicles.
Any members of staff taking equipment from the Office, including computers, must not, under
any circumstances, leave it unattended in a car. This includes both private and company cars.
The insurance company will not cover items left in a car. The Executive Directors reserve the
right to claim the full cost of any equipment lost from the employee concerned.
To ensure that Integra never have to resort to this measure all staff are required to remove all
company property from the car. Top
4.2 Fuel Charges
Company car drivers must purchase all fuel for private mileage undertaken in your allocated
Company car. All company vehicle drivers will be recharged for private mileage on an agreed
basis, which may be varied at the Company's discretion. Weekly reports must be submitted
monthly showing opening and closing mileage, together with details of your weeks business
trips. The net mileage for the week should be broken down between business and private
mileage.
4.3 Damage and Accidents
Any damage or accident must be reported immediately. Failure to do so could be construed
as Gross Misconduct and make you liable to dismissal or a fine or both as the Management
decides.
The Company has an insurance excess figure of £250 for any one accident and should this
money not be recoverable from the third party, then the Company reserves the right to
recover the excess from your salary by way of deduction from salary. This procedure would
apply should the total cost of any repair be less than £2500, the Company retaining the right
to recover the total cost from you by deduction from your salary. Top
4.4 Fines and Parking
All fines are payable by you, whether for speeding, parking or any other motor offence.
Any fine not paid by you when presented and subsequently paid by the Company, the
Company retains the right to recover the fine(s) by way of deduction from your salary. Failure
to settle outstanding fines would result in disciplinary action up to and including summary
dismissal. Top
4.5 Guilty of driving whist under the influence of drink, drugs etc.
Should you be found guilty of drunken driving, your employment with the Company being
subject to having to drive, then your employment may be terminated if you are unable to
perform your normal duties, or the company are unable to find you suitable alternative
employment.
However, should your employment not be subject to your having to drive, then should you be
found guilty of drunken driving, you forfeit all rights to be allocated a Company vehicle in
future. Any such action being subject to the Directors' discretion. If the Directors make such
a waiver, then the Directors reserve the right to claim any excess insurance cost that may be
incurred. Top
Integra Office Solutions Ltd February 2010 6
4.6 Car Maintenance
It is your responsibility to ensure that the vehicle is cleaned, both inside and out, weekly and
that the petrol, diesel, oil, water and battery levels, tyre pressures and tread depths are
checked and maintained correctly.
You should ensure that the vehicle is serviced (at the Company's expense) in accordance
with the manufacturer's servicing instruction manual. It is your responsibility to ensure that
any vehicle provided for business use shall at all times comply with the requirements of the
law with regard to the condition and use of the car, and to safeguard the position of the
Company and its insurers. Top
4.7 Vehicle Allocation
The allocation of Company vehicles will be made on an individual basis and in accordance
with the Policy as agreed by the Integra Board of Directors. Top
4.8 Extras Fitted by Staff
No extras may be fitted to any vehicle without the express written consent of the
Company. Top
4.9 Permitted Drivers
The following are permitted drivers (provided they are in possession of full licences):
(a) Staff members to whom the vehicle is allocated
(b) Husband/wife/partner only upon production of their driving licence.
(c) Other Company employees on Company business
(d) Garage personnel when being serviced or repaired
Use by other persons will only be on the Company's authorisation and details of any
endorsements on licences must be notified to the Company.
Learner drivers attract a higher excess on our insurance policy and it has, therefore, been
decided that no learner drivers will be permitted to use Company vehicles without prior written
permission. Top
4.10 Driving Licence
Before you drive a Company vehicle, you must present your Driving Licence to the Company
for photocopying. Failure to produce your licence will mean that you are driving a Company
vehicle without permission. Even though a Manager or Director requests that you drive a
Company vehicle, you should still register your licence by presenting the original for
photocopy. Top
4.11 Relative/Friends Driving Company Vehicles
Under no circumstances will any relative/friend be able to drive a Company vehicle. This
ruling may be overridden by a Director or senior Manager and any such agreement should be
in writing and signed by either of the aforementioned. Top
4.12 Mobile Phones
All mobile phones must be removed from the cradle of car kits and, preferably from the car or
at least locked in the glove compartment when the car is left unattended.
Integra Office Solutions Ltd February 2010 7
Radio fascias must be removed as well if applicable. Top
4.13 Accident Procedure
In the event of any accident occurring which gives rise to damage to a vehicle owned or
insured by the Company (however slight the damage may be) or in the event or such an
accident causing damage to a motor vehicle, property or person of a Third Party you are
required to:
(a) Do not admit liability and always try to obtain independent witnesses.
(b) Give immediate notice of such incident to the Company and also advise the Company of
the extent of the damage sustained. Such notice may be given in the first instance by
telephone to the Integra Head Office.
(c) Inform the Financial Director who will then issue a Claim Form from the Insurers. This
must be completed in full, signed, dated and returned to the Company Secretary with any
supporting documents and a quotation for any repairs required to the vehicle within 48
hours. Top
(d) Only emergency repairs may be carried out immediately if these are of a minor nature
and will return the vehicle to a road worthy condition prior to our Insurer‟s approval being
obtained for full repairs to be effected. Receipted bills for any minor expenditure must be
passed to the Financial Director.
In the event if any claim being made against the Company under any insurance policy held by
the Company relating to its motor vehicles or to any private motor vehicle which is insured
under any insurance policy held by the Company. You may be liable to refund the Company
the amount of any excess under such insurance policy not otherwise recoverable by the
Company in the event of any unauthorised use by you of any Company motor vehicle. You
will indemnify the Company against loss, damages, expenses or other liability incurred by the
Company in connection with such unauthorised use. Top
4.14 London Congestion Charge
Please note that Integra will pay the Congestion fee (to be claimed back via expenses)
providing that it was necessitated due to company business, Integra will NOT however, pay
any fines that are incurred. Some useful information from Network Vehicles Ltd on how the
scheme will run follows:-
Drivers notified by road marking and/or signage at 11 miles, 2.5 miles and 1 mile before
entering Congestion Charge Zone
Camera-based enforcement, within and on the boundary of the zone. Cameras linked to
optical-recognition computer database.
£8.50 Daily Charge, Monday-Friday, 7am - 6.30 pm, except public holidays
Charges applies per vehicle, per day and can be pre-paid up to 65 days in advance of the
relevant charging day
Weekly, monthly and yearly permits available for consecutive days
Charge can be paid at the £8 rate until 10.00 pm on the day of capture on the database.
If the charge is paid between 10.00 pm and midnight on the day of capture, the charge is
£10, after which a Penalty Charge notice will be issued. Top
£120 penalty for failure to comply, reduced by 50% if paid within 2 weeks. Penalty will
increase to £180 thereafter if not paid within 28 days.
A database of persistent offenders will be maintained
Integra Office Solutions Ltd February 2010 8
Discounts and exemptions are available in specific circumstances
Fleet schemes available - must have 25 vehicles or more to register. Top
How can payments be made?
Retail using paypoint services, post office, selected petrol stations, self- service
units (parking machines).
By phone via Delta/Switch or Visa
Internet via TFL website
How does the identification process actually work?
The vehicle enters or moves within the zone
Vehicle passes camera
Image captured
Automatic number plate recognition software identifies the vehicle registration details
Checked against TFL database to validate for payment made or valid exemption. If
matched, the image is deleted
If not on database, a manual check is made, and the DVLA approached to identify
registered keeper
Penalty Notice is issued to registered keeper Top
Various Discounts and Exemptions:-
Emergency services, black cabs and licensed minicabs, vehicles for disabled people,
buses, coaches and community minibuses.
90% discount for residents inside the zone
Breakdown vehicles
On-call NHS staff and certain patients
Motorbikes, mopeds and bicycles
You will need to register with Transport for London directly for these exemptions to be
granted. Applications can be made as follows: -
* Transport for London 0845 900 1234
* Transport for London website www.tfl.giov.uk
* Congestion Charging Help Line 0845 900 1234
* Congestion Charging website www.cclondon.com
How will Network Vehicle handle Congestion Charging?
All customers will be expected to purchase their own congestion charges, or arrange for
their own exemptions (where valid) as appropriate.
This includes signing up to the automated and notification schemes, via the TFL website.
Integra Office Solutions Ltd February 2010 9
If a driver fails to purchase a ticket on the day, and an escalation penalty notice is issued,
Network Vehicles Ltd will have to pay the penalty charge.
They will then recharge the full amount to us, plus an administration charge of £25 plus
VAT. Top
4.15 Integra Car Ownership Scheme
If you are part of the Integra Car Ownership Scheme then the detailed guide gives information
on how the scheme works and the rules that apply. Please see the Financial Director for this
pack. Top
5. COMPANY MOBILE PHONES WHILST DRIVING
You must not use a hand held mobile phone whilst driving a company vehicle. If you are
caught using a hand held mobile phone whilst driving you are liable to a fixed penalty fine of
£60 and three penalty points will be endorsed on your licence. You could be prosecuted for
driving without due care and attention or a more serious offence if you cause an accident. All
mobile phones must be removed from the vehicle or locked in the glove compartment when
the vehicle is left unattended to avoid theft. Using fitted hands free phones whilst driving is not
unlawful, but such use is not encouraged by the company as talking on a hand free mobile
can still be a distraction and a risk to your safety and others. You could be prosecuted for a
serious motor offence if you were to have an accident, up to and including imprisonment. Top
6. DATA PROTECTION
As an employee of the Company you acknowledge that the Company will hold information
about you pursuant to your employment, subject to certain restrictions imposed by law and
Company regulations.
Information retained about you will:
Be obtained fairly and lawfully.
Be held for a legitimate purpose and not used for any other reason except your
employment.
Be adequate, relevant and not excessive in relation to the purpose or purposes for which
it is kept.
Be accurate and, where necessary, kept up to date.
Not be kept for longer than is absolutely necessary.
The Company will take every measure to protect information against unauthorised access or
disclosure and against accidental loss, damage or destruction. Information will be treated as
confidential by the staff to whom they are entrusted. Top
The Company has certain obligations to obtain and retain specific information about you. This
includes information relating to:
Asylum and Immigration Act 1996
Health and safety, including monitoring and health records
Attendance records, supported by doctors‟ sick notes, accident reports
Evidence of a breach of duty (poor attendance, insubordination, misconduct, non-
compliance with health and safety rules)
Management forecasting and management planning
Integra Office Solutions Ltd February 2010 10
Employee personal data Top
6.1 Access to Personal Information
As an employee of the Company you have a right of access to your personal file. Any request
must be made in writing to the Managing Director who will supply the required information
within 40 days of receiving your written request (statutory time limit)
The company will not charge a fee for one viewing per annum, but reserves the right to
charge £10.00 (statutory maximum) for additional viewings. The company also reserves the
right to refuse a written request for access to information if it is too short an interval between it
and an earlier request for the same or similar information.
If you believe any information to be incorrect or inaccurate you should write to the Managing
Director stating why you believe it to be incorrect or inaccurate. Your request would be
considered and if accepted the information will be corrected, erased or destroyed if no longer
relevant.
If your request is not accepted you have the right to appeal in writing using the formal
Grievance Procedure. Top
7. DISABILITY
7.1 Introduction
Having a disability policy will ensure that Integra Office Solutions is:
(a) Prepared and ready to act ensuring it is not caught out by developments, which are likely
to be introduced by regulations, or interpretations resulting from case law
(b) Adopting the sound employment practices all existing and potential employees expect
(c) Demonstrating a high level of commitment to disabled employees
(d) Seen to be proactive and comprehensive in its approach to implementing the
requirements of the Act.
Naturally, the policy applies to employees who acquire a disability when in work, new join
employees and potential new recruits. Top
7.2 Aim
Integra Office Solution disability policy and procedure has been developed to ensure the
following aims are met.
(a) Staff and customers are treated fairly and without discrimination.
(b) The creation of a working environment free from discrimination and harassment.
(c) The organisation will train, promote and develop staff on merit.
(d) The development and the use of talents of all staff.
(e) The workforce is representative of the community it serves.
(f) Equality of access to services for all groups of people.
(g) The creation of an environment in which all staff and customers feel able to talk openly
about equal opportunities, discrimination and harassment.
Integra Office Solutions Ltd February 2010 11
(h) Action will be taken if the above is not achieved.
(i) The laws, which govern equal opportunity for disabled people, are upheld.
(j) The translation of the policy document into a programme of action on disability
discrimination. Top
7.3 Policy Development
Policy development can be supported in four ways:-
1. Provide disability awareness training to staff to:
Improve employment opportunities for disabled people
Enhance service, both to disabled and non-disabled employees and customers
Help the marketing department exploit the disability market. Top
2. Offer personal development training to disabled people to help them enhance their
motivation and skills so they can compete on an equal basis with others.
3. Give some work experience to disabled students, which could:
Improve the awareness of staff about disability issues
Encourage more disabled people to apply for jobs within the organisation
Encourage more disabled people to use the services provided by the organisation.
4. Contact special needs careers advisers within the local education authority or university,
special schools magazines, further education colleges, and publicise job opportunities in
the specialist disability press. Top
7.4 Regular Review of Policy
The Disability Discrimination Act 1995 has been drafted in such a way that it is essential to
keep abreast of the various interpretations as they evolve from tribunal cases, as well as the
legal changes that may be introduced by regulations.
It is important to review the policy in relation to these changes in interpretation of the
legislation and the regulations on an ongoing basis. It is also important to take note of practice
as well as legal developments. Networking with other employers enables the sharing of best
practice ideas to be fostered.
The manager with responsibilities for disability and equality implementation will establish the
precise method, frequency and strategy for the policy review. One approach is a disability
audit on an annual basis. Top
7.5 Company Facilities
The Company will take such steps as are necessary (or reasonable in the circumstances) to
prevent the disadvantage of any employee by making reasonable adjustments to premises
and working practices. This would include:
1. Physical features including anything on the premises relating to design or construction of
the building, both inside and as far as access to it is concerned, whether temporary or
permanent. Top
2. Arrangements, including how decisions are made with regard to job offers, and any term,
Integra Office Solutions Ltd February 2010 12
condition or arrangement on which employment, promotion, transfer, training or any other
benefit is offered.
3. Arrangements during employment, including matters related to dismissal.
Types of adjustment that might be considered reasonable are:
(a) Making adjustments to premises
(b) Allocating some of the disabled person's duties to another person
(c) Transferring the person to fill an existing vacancy
(d) Altering the person's working hours
(e) Assigning the person to a different place of work
(f) Allowing the person to be absent during working hours for rehabilitation, assessment
or treatment
(g) Giving the person, or arranging for him or her to be given, training.
(h) Acquiring or modifying equipment
(i) Modifying instructions or reference manuals
(j) Modifying procedures for testing or assessment
(k) Providing a reader or interpreter
(l) Providing a supervisor.
7.6 Kitchen Area
The Company appreciates that the kitchen facilities is not conducive to wheelchair access
and use by employees in wheelchairs. The kitchen is very small. Though the kitchen does
have locks on the entry doors, it is not company policy to lock these doors at any time and the
keys will not be kept in the door keyholes. Top
Every assistance will be given to those who find the facilities difficult to use because of a
disability.
You would not, for example, be expected to:
(a) make drinks for other staff or visitors.
(b) prepare food
(c) wash up pots
(d) clean the facilities
Where possible the company will:
i) give assistance by assigning a “helper” to you.
ii) make reasonable alternative arrangements, within health and safety compliance, for you
to prepare and consume drinks / food.
Integra Office Solutions Ltd February 2010 13
For further information, or if you have any concerns please discuss them initially with your
manager.
7.7 Future Action Programmes
The future programme for action will very much depend on the current position as revealed by
the disability audit. The new disability policy and the accompanying programme for action
should be monitored continually by the disability officer or disability project team, who should
report progress to the senior executive with overall responsibility in this area.
Some additional future action points on disability equality might include: Top
(a) Use of the Department for Education and Skill's disability symbol
(b) Establishing a disability equality action group
(c) Running focus groups with disabled staff on development issues.
7.8 Complaints Procedure
If at any time you feel you are being discriminated against with respect to disability then you
should invoke the Company‟s Grievance Procedure, which is available in the Company‟s
Employment Handbook. Top
8. DRESS CODE
Due to the nature of our business, where we meet customers and suppliers, you are
permitted to wear a single earring in each ear. Other facial piercings with studs or jewellery
are not permitted to be worn during working hours. This policy applies to both male and
female colleagues.
Appearance plays an important part in projecting a professional public image and can also
generate a favourable impression amongst potential clients and customers.
To portray a favourable impression, to ensure you can carry out your work effectively and to
avoid any potential harassment then appropriate dress must be worn. . Top
What staff choose to wear is an individual decision but certain conventions or rules apply.
Staff must not cause offence to others. Casual dress does not mean untidy, scruffy attire.
We recognise that standards or modes of dress may accommodate people with religious
requirements or those with particular disabilities.
Top
8.1 Office
Generally office attire is flexible but to avoid offending other staff or visitors two key rules
apply:
1. Male and female staff should ensure that clothing is not revealing e.g. crop tops,
sleeveless vests or strapless tops are not permitted. Shorts, jeans, football shirts and
trainers are also not permitted.
2. Clothing/badges/other insignia must not display any logos that may be deemed to cause
offence because of the slogans or pictures printed on them. These would include, for
example, sexual, racial, political or anti slogans that may cause offence to others. Top
8.2 Meeting with Customers
When meeting with customers you must wear appropriate smart dress.
Integra Office Solutions Ltd February 2010 14
For male employees this is defined as a suit or jacket and trousers, short/long sleeve shirt
and tie.
For female employees this is defined as a dress, skirt or trouser suit, and blouse/shirt/smart
top. Top
8.3 Consequences of Breach
Any member of staff wearing clothing that is inappropriate may be sent home to change. A
breach of the Dress Code policy would invoke the company‟s disciplinary procedure. Top
9. EXPENSES
9.1 General
Prior authority should be obtained from management before incurring any expenses on behalf
of the Company. The Company will reimburse any reasonable expenses incurred by
members of staff wholly, exclusively and necessarily on Company business. Claims for
refund of expenses must be made on the appropriate form together with any supporting
receipts and vouchers and must be submitted to the appropriate department head for
approval. The Expense Claim Form can be obtained from the Operations Accountant. Top
9.2 Collections
Written permission must be obtained from management before any collections can take place
on Company premises. Top
9.3 Eye Test Expenses
The company will pay where necessary for an employee to have an eye test. If the
employee‟s prescription has changed during a two year period the company will contribute
£50 towards the cost of the lenses only (not frames).
9.4 Private Motor Vehicles
In the event of a member of staff using a private car on Company business, expenses will be
reimbursed at the appropriate mileage rate, subject to the following conditions:
(a) Permission to use the car must first be obtained from the Manager/Director concerned.
(b) That the vehicle is adequately insured whilst being used for business purposes. It is
emphasised that it is the responsibility of the employee to ensure that the scope of this
insurance is sufficient to provide adequate cover when the car is being used for business
purposes, and the Company cannot accept liability for claims by the employee or third
parties arising from loss, damage, death or injury to person or property that might be
made as a result of the inadequacy of the insurance cover.
(c) The Company cannot accept liability or responsibility for breakdown or damage whilst
being used on company business. Top
9.5 Subscription to Membership of Professional Associations
The Company will pay annual subscription to membership of one professional association
provided that the subscription is necessary for the proper performance of the employee‟s job.
Prior approval should be obtained from the Company, and a duly authorised receipt provided
for reimbursement. The cost of subscription to membership of further associations must be
borne by the member. However, the Company may also pay the enrolment fees to
professional institutes on behalf of employees following approved courses of study that
require membership of a professional body. Top
Integra Office Solutions Ltd February 2010 15
10. EQUAL OPPORTUNITIES POLICY
10.1 Introduction
Integra Office Solutions Ltd, as an equal opportunities employer, oppose all forms of
discrimination on the grounds of sex, marital status, sexual orientation, disability, colour, race,
nationality, ethnic or national origin or age. Every possible step will be taken to ensure that
employees are treated equally and fairly, and that decisions on such matters as selection,
recruitment, promotion, career development and dispute resolution are based on objective
and job-related criteria. All employees have a responsibility for ensuring that the Company‟s
policy on equal opportunities is followed.
10.2 Types of Discrimination
Integra Office Solutions Ltd will not tolerate discrimination against its employees.
Discrimination can occur in three ways:-
“Direct discrimination” occurs where a person is treated less favourably on grounds of sex,
marital status, sexual orientation, disability, colour, race, nationality, ethnic or national origin
or age.
“Indirect discrimination” occurs where a requirement or condition is applied equally to all
persons but the effect of such a requirement or condition is detrimental because only a small
proportion of persons of a particular group can comply with it and it cannot otherwise be
shown to be justifiable.
“Failure to make reasonable adjustments” to any arrangements made by or on behalf of the
Company or any physical feature of premises occupied by the Company which place a
disabled person or a person caring for a disabled dependant at a substantial disadvantage
can also amount to discrimination where it cannot be shown to be justifiable.
10.3 Responsibilities
The Managing Director has overall responsibility for ensuring that this policy is implemented
and that it is clearly communicated to all employees. The policy will be reviewed regularly.
10.4 Managers
It is the responsibility of every Manager to actively promote equality of opportunity.
Managers have a personal duty not to discriminate against other employees and should also
make it clear to all employees that the Company will not tolerate discrimination and that any
discrimination will be treated as a disciplinary matter. Managers are responsible for ensuring
that employees are aware of this policy and that it is adhered to in their department. Failure
to meet the responsibilities under this policy will be regarded as a disciplinary offence.
10.5 Employees
Employees have a duty not to discriminate against other employees. Discrimination by an
employee will be regarded as a disciplinary offence and will be dealt with under the
Company‟s Disciplinary Procedures.
10.6 Recruitment
All recruitment literature, including but not limited to, advertisements, job descriptions and
application forms will include a statement that the Company is an equal opportunities
employer.
Integra Office Solutions Ltd February 2010 16
10.7 Training
Training opportunities will not be restricted to exclude certain groups of people. Selection for
training will be made on objective criteria and shall be provided to enable employees to
perform their jobs effectively. Employees involved in management, recruitment and
interviewing will be given appropriate training by the Company.
10.8 Promotion
All employees will be encouraged to discuss their career prospects with their manager.
Selection criteria for promotion will be objective and relate to the job requirements.
10.9 Terms of Employment, Benefits, Facilities and Services
The Company will not discriminate on the basis of sex, marital status, sexual orientation,
colour, race, nationality, ethnic or national origin, religion, disability, disability by association or
age in the provision of benefits, facilities and services for an employee.
10.10 Monitoring
The Company will monitor this policy and personnel procedures on a regular basis to assess
their effectiveness and to ensure that there is no unlawful discrimination.
10.11 Complaints Procedure
All allegations of discrimination will be treated seriously, promptly and confidentially. Any
complaints should be made through the Company‟s Grievance Procedure or Harassment
Procedure.
Discrimination by any employee will be regarded as a disciplinary offence and will be dealt
with under the Company‟s Disciplinary Procedures. The range of disciplinary action available
to the Company extends from a verbal warning to dismissal, depending on the seriousness of
the offence. Serious discrimination will constitute gross misconduct.
10.12 Victimisation
No one should be victimised as a result of making a complaint. If you make a complaint or
assist in an investigation of discrimination of any kind you should not be victimised or
discriminated against for so doing. An employee who retaliates against another for
complaining about discrimination or assisting in dealing with a complaint will be disciplined.
10.13 Interpretation
Reference to the singular shall include the plural and vice versa and reference to the
masculine shall include the feminine and vice versa.
10.14 Status of Policy
This document is a policy of the Company and does not form part of your terms and
conditions of employment.
Integra Office Solutions Ltd February 2010 17
11. H.R. PERSONNEL RECORDS
Below is the policy and procedure for personal documentation / correspondence relating to
members of staff, in accordance with the Data Protection Act 1998.
The procedure will be as follows:-
1. Personnel files are the responsibility of the Office Manager and will be maintained by her.
All personnel files/information will be held in Administration and be controlled by the
Office Manager.
2. All information contained in the files are personal and sensitive and therefore, must be
tightly controlled in one central location only.
3. Under no circumstances are any employees offer letters, appraisals, personal
documentation etc., to be held by any Manager or Director. Having information held
elsewhere increases the risk of breaching data protection.
4. If appraisals are held on a pc then they must be password protected.
5. Any correspondence eg; offer letter, contracts, changes in salary etc, relating to
employees or prospective employees will be passed to the Office Manager who will raise
the necessary paperwork. She will pass the paperwork to the Director/Manager to either
give to the employee or send to the prospective employee. The Office Manager will file a
copy on the personnel file.
6. Only Directors are authorized to speak with Richard Allen of APM on personnel issues.
Top
12. HARASSMENT
Harassment is a form of discrimination. It describes the behaviour of one person that another
person finds unacceptable or unwelcome. It can affect the confidence, morale, performance
and even the health of the person being harassed.
As a form of discrimination it may also be unlawful and we view it as a very serious issue.
Harassment is deemed by the Company as gross misconduct and any offender would be dealt
with under the Company‟s Disciplinary Procedure up to and including dismissal.
It may be helpful to give some examples of harassment but, of course, this list is not
exhaustive: Top.
Name calling, abusive language, mockery and jokes. This can be bullying or intimidation
of a general nature, or can be specifically targeted at someone‟s sex, sexual orientation,
religion, beliefs, racial origin, age or disability.
Unfair allocation of work or responsibilities.
Penalising an employee on the basis that they care for a disabled dependant
Unwelcome sexual attention, such as suggestive or over-familiar behaviour.
Implying that granting or not granting, sexual favours may affect a person‟s career.
Intrusive or persistent questioning about a persons racial origin, culture, beliefs or religion.
The display or circulation of sexually suggestive or racially offensive material.
Integra Office Solutions Ltd February 2010 18
Comments need not be directed at anyone in particular, but be in the vicinity of hearing such
comments directed at others.
If you feel you have been a victim of harassment you should speak to either your
Director/Manager, or raise a grievance direct with any Director through the Grievance
Procedure.
The matter would be dealt with in confidence and you may be reassured that there would be no
personal repercussions if you bring a case of harassment to the Company‟s attention. Top
13. HEALTH & SAFETY
13.1 General Statement of Policy
The Health and Safety at Work Act 1974 imposes a responsibility on the Company to ensure
the health, safety and welfare of all its employees at work. In addition, all employees have a
legal obligation to ensure that they do not endanger the health and safety of themselves or
their colleagues. Top
Safety is the joint responsibility of both management and employees. The Company, for its
part, is committed to:
Providing safe places to work by ensuring that potential risks to the health and safety of
all employees whilst they are at work are identified.
Providing appropriate medical facilities at all locations, and ensuring the Company's
responsibilities to persons other than its employees whilst on Company premises are
effectively discharged.
Recognising that training in all aspects of health and safety is vital to its fundamental
commitment.
Ensuring that its policy is implemented and to providing advice and assistance to enable
compliance to be achieved, via Company Health and Safety Manual. Top
All employees, for their part, have the following duties:
To take reasonable care of their own health and safety and also that of other employees
who may be affected by their acts or omissions at work.
To co-operate with their employer by observing safety rules and regulations.
To notify management of any hazard or potential hazard of which they may become
aware. Top
13.2 First Aid Facilities
In accordance with current legislation, all locations are obliged to provide first aid facilities.
The extent of such facilities varies according with current legislation. Details of arrangements,
such as location of first aid boxes, are available from the Office Manager and employees
should be made aware of such arrangements on joining the Company. The names of those
qualified in first aid will be notified to employees from time to time. Top
13.3 Procedure for Reporting Accidents
All accidents, however trivial, must immediately be reported and recorded in the Company's
Accident Book. Failure to properly report and record will be treated as a disciplinary offence.
The Accident book is available from the Operations Department. Top
Integra Office Solutions Ltd February 2010 19
13.4 Fire Procedures
Employees should ensure that they are familiar with the position of the nearest fire-fighting
equipment, alarms and emergency exits. They should ensure that they understand how to
operate such equipment. Employees should report any faulty electric cable or flex
immediately. Emergency exits, stairs, corridors and doorways should NOT be obstructed.
Fire doors should always be kept closed.
Employees should be fully conversant with the fire drill and be aware of the nearest fire exit
and assembly points. Employees should leave the building quickly and in an orderly fashion
following the correct route. Top
13.5 Personal Hygiene
All staff are requested to be clean and neat at work and to take particular notice of personal
hygiene.
14. HOLIDAYS
14.1 Statutory Holidays
The following is a guide to those days that are public / bank holidays. The Secretary of State
may from time to time revise public holiday arrangements.
New Years Day
Good Friday
Easter Monday
May Day (First Monday in May)
Spring Holiday (Last Monday in May)
Late Summer Holiday (Last Monday in August)
Christmas Day
Boxing Day
Part time employees receive a pro-rata amount of leave for bank/public holidays based on the
hours worked which is included within their leave entitlement.
Christmas Eve is a normal working day Top
14.2 Annual Holidays
The holiday year runs from 1 January to 31 December.
Holiday entitlement accrues from the first full month worked after your engagement.
In a full leave year your entitlement would equate to 31 days, including 5 days that may be
allocated according to meet the needs of the business. This entitlement is inclusive of 8
Public/Bank Holidays.
Staff working less than full time hours per week are entitled to holiday on a pro-rata basis in
accordance with the number of hours normally worked.
One month‟s notice must be submitted for any holiday exceeding five (5) days in length. One
week‟s notice must be given in advance for shorter periods; the Company may at its
discretion accept a shorter period of notice of holiday than specified. No more than ten days
holiday should normally be taken at any one time.
Whilst recognising that you would like to take holiday at certain times your holidays must be
taken at times agreed with management to fit in with the needs of the business. You should
give as much notice as possible to request time off and requests will not be unreasonably
refused, although it is granted on a first come first served basis.
Integra Office Solutions Ltd February 2010 20
Requests may be refused during particularly busy times, when another person or persons
have already booked holiday and when inadequate notice is given preventing the Company
from arranging suitable cover.
In exceptional circumstances to meet the needs of the business you may be asked by your
Director to carry over additional holiday to the next leave year. Any such days must be used
by the end of April or they will be forfeited Top
It is a requirement in law that you take at least 28 days, inclusive of bank/public holidays
during a leave year. You must therefore ensure that you take your proper entitlement during
the leave year.
An employee will be provided with an individual Integra Holiday Request form upon
commencement of full time employment. A revised edition will be provided to all employees at
the beginning of each New Year. Top
14.3 Additional Leave
You are entitled to gain extra holiday in addition to the basic holiday entitlement on the basis
of one additional day per full year served by the start of the holiday leave year as follows:
1 years service at the start of the new leave year – 1 additional day = 32 days
2 years service at the start of the new leave year – 2 additional days = 33 days
The above are inclusive of 8 Public/Bank holidays Top
14.4 Holiday entitlement on Joining
Will be pro-rata according to the month of joining and will be calculated on the basis of 1/12 of
annual entitlement per complete month served.
14.5 Holiday Entitlement on Resignation
You will receive full entitlement earned for each completed month worked in the current
holiday year, less holiday already taken.
Where the holiday taken exceeds the earned holiday entitlement your final monies will be
adjusted to recoup the difference.
15. HOTEL, FLIGHT, TRAVEL, ENTERTAINTAINMENT & OVERNIGHT EXPENSES
15.1 Hotel Accommodation
Any member of staff requiring hotel accommodation should use Integra‟s preferred hotelier,
the Best Western Group. Rooms should be booked at single occupancy rate where the
maximum amount for a room for the night to include breakfast is £95.00 per night. Any
expenses in excess of this amount should be authorised by a Director. All accommodation
requirements must be booked via Head Office through the Office Manager. Top
15.2 Flight and Travel Policy
Any member of staff requiring flights should have prior agreement from a Department
Director. All flights must be „Economy‟ and where possible the cheapest available. i.e. non
refundable, non changeable. All flight arrangements should be booked through Operations at
Head Office.
Integra Office Solutions Ltd February 2010 21
15.3 Business Travel
Public transport
Do you really need to go by car and clog up the roads? If it is a short journey consider using
the bus, or train for longer journeys. The rail network, in most cases, offers a fast, reliable
service, which will allow you to arrive at your destination less stressed. If necessary, taxis
may be used to and from the station and your final destination.
15.4 Use of mobile phones
Mobile communication shall not be used in a car unless the vehicle is fitted with a „hands free‟
kit, this must include a separate speaker and microphone. Use of the „hands free‟ kit should
be restricted to answering calls (colleague must inform caller they are driving and will call
back when safe to do so) and making essential calls via speed dial and voice activated
numbers. Texting whilst driving is strictly forbidden! Top
Whilst “hands fee” kits are lawful, the company strongly recommends that you do NOT use
them whilst driving. If you were to have an accident you would be prosecuted severely,
including imprisonment.
It is a criminal offence to use a hand held mobile phone whilst driving. If caught you would
receive a fixed penalty fine of £60.00 and 3 points on your driving licence. You could also be
prosecuted with a fine up to £1000.00.
If you use pubic transport then you‟ll have every opportunity to use your mobile telephone
without breaching any motoring offence.
Remember - always consider the benefits of public transport.
15.5 Rail Travel
All rail travel should be arranged via Head Office. All fares should be standard class. All
receipts for train fares must be submitted to the Finance Department.
15.6 Taxis
All taxi travel should be used with discretion when no alternatives are available. All taxi fares
will be reimbursed upon submission of relevant receipts. Top
15.7 Entertainment
When a member of staff is required to entertain a guest, either a member or supplier,
authorisation must be approved by a Director prior to the meeting/event. All costs will be
reimbursed upon submission of relevant receipts. All members of staff are requested to
consider the necessity of the event and the cost implications prior to the meeting. Top
15.8 Overnight Allowances
For overnight allowances a maximum of £20.00 per night is available for light refreshments
and an evening meal upon submission of the relevant receipts.
16. I.T USAGE
All Head Office technology resources owned by Integra are in place to enable staff to provide
services and perform their duties in a timely and efficient manner.
Integra requires its employees to use a common sense approach to the rules set forth
below, as responsible personal usage of computer, internet and email systems is allowed.
However employees should comply not only with the rules but also the spirit of the policy.
Integra Office Solutions Ltd February 2010 22
Appropriate use of this technology must be legal, ethical, and show restraint in the
consumption of shared resources. Your actions on the network affect other members of
staff.
Software may not be installed, copied, or used on Integra computers without the
involvement of the IT department. Web component software such as Adobe acrobat
reader, Adobe Flash player, Microsoft/Firefox plugins and printer drivers etc are exempt
from this policy. Top
It is strictly prohibited to use company resources for the purpose of conducting personal
commercial business activities. This includes the use of email and internet systems.
Employees may not modify the software configuration of their computers. You are
allowed to change screen resolution, icon size and other display settings. Downloading
desktop themes, wallpapers, hot bars and editing network settings etc is not allowed.
Entertainment Software and games may not be downloaded to any Integra supported
computer systems. The playing of computer games is prohibited. Internet data streaming
websites carrying music or video feeds are also prohibited unless authorised for business
use.
Integra uses firewalls, virus protection, data encryption and other mechanisms to ensure
the safety and security of all data. Any employee who attempts to circumvent these
mechanisms, or who knowingly propagates any computer virus into the system may be
subject to disciplinary action.
Employees should not connect or transfer files from or to personal external media i.e. CD,
DVD, Disks, Memory sticks and USB storage devices prior to virus and integrity checking
from the IT Department. Top
A breach of the Integra IT Acceptable User Policy would invoke the Company‟s Disciplinary
Procedure up to and including summary dismissal.
Please also refer to Interception of Telephone/email/internet Policy in Section 22.4 of the Staff
Handbook.
17. INTERNET
No member of staff may download software without the approval of the System Administrator.
The Internet is strictly for business use only and no member of staff may browse the Internet
unless the task is job specific. Staff should under no circumstances surf the net for their own
private use.
Unauthorised use of the Internet would be dealt with under the Company‟s disciplinary
procedure.
It is a criminal offence to down load or transfer obscene, racial or pornographic material. Down
loading or transferring such material would be deemed as gross misconduct and disciplinary
action would be invoked up to and including dismissal. The Company would also hand over
any such material or evidence to the Police. Top
18. MATERNITY
18.1 Rights of Pregnant Women Whilst at Work
The rights of pregnant women whilst at work are governed by the Employment Rights Act
1996, the Maternity and Parental Leave Regulations 1999, the Maternity and Parental Leave
(Amendment) Regulations 2002, Employment Act 2002 and the Work and families act 2006
(enforced on 1 April 2007). Top
Integra Office Solutions Ltd February 2010 23
Your rights include the following:
You cannot be dismissed on the grounds of pregnancy or childbirth
You may have paid time off during working hours to receive antenatal care prescribed by
a doctor or midwife regardless of length of service.
18.2 Ordinary Maternity Leave
Every employee is entitled to a minimum of 26 weeks ordinary maternity leave (OML),
irrespective of length of service or whether part-time, full-time, permanent or temporary.
th
You may commence OML at any time on or after the beginning of the 11 week before your
expected week of childbirth (EWC).
During OML you are entitled to your contractual rights and benefits with the exception of your
normal wage or salary. Top
18.3 Additional Maternity Leave
Employees regardless of length of service are entitled to an additional 26 weeks‟ maternity
leave. Additional Maternity Leave commences immediately following the last day in which
your OML period ends. This will enable an employee to take up to 52 weeks maternity leave
in total.
18.4 Notification Requirements
th
To exercise your right to maternity leave you must inform the Company by the end of the 15
week before your EWC:
(a) That you are pregnant
(b) Of the expected week of childbirth.
(c) Of the date on which you intend to commence your OML period.
Your intentions in (c) must be in writing and you are required to produce a Certificate of
Expected Childbirth (Form MAT B1) signed by your doctor or registered midwife.
The Company will respond within the next 28 days, confirming the date on which your OML
and AML periods end. Top
18.5 Premature Birth or a Pregnancy Related Illness
If you give birth prematurely, your OML begins on the day on which childbirth occurs. If you
th
are absent with a pregnancy related illness on or after the beginning of the 4 week prior to
th
your EWC your OML period begins either on the first day of that 4 week or on the day on
which you are taken ill, which ever occurs sooner. This will be the case even if that day falls
before the date on which you intended to start your maternity leave. Top
18.6 Terms of Employment
During maternity leave you still enjoy and are bound by a number of terms in the employment
relationship.
These include, but not exhaustive, the following:
Integra Office Solutions Ltd February 2010 24
1. You do not have a legal right to be paid your normal salary but may qualify for statutory
maternity pay
2. You have a right to 52 weeks maternity leave regardless of service
3. You will be entitled to contractual benefits, including the accrual of contractual holiday
entitlement during your maternity leave
4. You are not permitted to work for a competitor during your absence
5. You are bound by the terms relating to confidentiality of information
6. If you wish to resign your employment whilst on maternity leave you are required to give
contractual notice as per your contract of employment
7. The terms relating to disciplinary and grievance procedures apply
8. You remain bound by an implied duty of trust
18.7 Return from Maternity Leave
If you wish to return to work before the end of your full maternity leave period there is no
requirement to inform the Company of your return. You will have the right to return to your old
job on the appointed day.
The first working day after the end of your 52 weeks‟ ordinary and additional maternity
leave.
If you wish to return to work before the end of your maternity leave period then you must give
the Company at least 8 weeks notice in writing. Failure to do so could delay your early return
by up to 8 weeks, or until the date on which you would otherwise have been due to return,
whichever occurs sooner.
The job that you will be entitled to return to will be as follows:
Returning after OML – you will be entitled to return to the same job on the same terms
and conditions as if you had not been absent.
Returning after AML – you will be entitled to return to the same job on the same terms
and conditions unless this is not reasonably practicable, in which case you will be entitled
to the offered suitable alternative work.
It should be noted that after childbirth there is a 2-week period (4 weeks for manual
employees) of compulsory maternity leave in which you are not permitted to return to work.
Top
18.8 Resignation During Maternity Leave
If you decide not to return to work at the end of your maternity period then you must give
notice of termination as required by your contract of employment. (See section 17, page 23)
Top
18.9 Statutory Maternity Pay
If you have been employed for a minimum period of 26 weeks up to and into the 15th week
before your expected week of childbirth, and your average weekly earnings are equal to, or
above the lower earnings limit for NI contributions, you will be entitled to receive 39 weeks'
statutory maternity pay (SMP) during the maternity pay period.
The first six weeks of the maternity pay period is paid at the higher rate of 90% of your
average weekly earnings. The following 20 weeks of your maternity pay period is paid at 50%
Integra Office Solutions Ltd February 2010 25
of your basic salary the remaining 13 weeks will be paid at the standard rate (currently
£123.06 per week). Top
18.10 Health and Safety Considerations
Pregnancy can give rise to specific health and safety problems. If you become incapable of
carrying out your duties or undertake work that is hazardous or has been assessed as posing
a risk your duties will be revised or you will be offered suitable alternative employment. If this
is not possible you will be suspended on maternity grounds and will receive full basic pay.
We will endeavour to anticipate issues through a risk assessment, but if there are matters that
you need to raise, please inform us. Top
18.11 „Keeping In Touch Days‟
Employers are expected to make reasonable contact whilst the employee is on maternity
leave. The employer and employee can mutually agree to „keeping in touch‟ days in which
the employee can work a maximum of 10 days without bringing their maternity leave to an
end or affecting SMP.
19. MOBILE PHONES
Mobile telephones are widely used and do help with personal safety when travelling to and
from work. If you bring a mobile phone on the premises then you do so at your own risk, the
company cannot be responsible for its security, loss or theft under any circumstances. Top
During working hours personal mobile phones MUST be switched off, as it is not permitted to
make or receive calls during this time. This includes text messaging, internet and emailing
facilities via your mobile phone.
If you wish to make a call on your mobile, or receive one, or use any of the other facilities on
your phone then you must do so during official breaks.
If you need to make an urgent call then you may, with the permission from your Director,
make a call using the company phone system. If you are required in an emergency by a
relative/partner/school then they should contact you via the main company telephone
network.
Any contravention of this policy will be dealt with under the Company’s disciplinary
procedure. Top
19.1 Mobile Phones and Other Hand-held Communication Devices Whilst Driving
Introduction
Driving, including driving for work purposes, can be a high-risk activity. This policy provides a
framework to reduce risks for employees and other road users who may be affected by their
actions and applies to all personnel who drive on business, including to and from work.
Research indicates that the use of a mobile phone, both hand-held and hands-free, whilst
driving can adversely affect an individual's physical and mental capacity to drive safely. It is
also a specific offence to use a hand-held phone or similar device whilst driving.
This policy is intended to help employees drive safely and to comply with the law. It applies to
mobile phones along with other distracting electronic information and communication devices,
such as ipods, personal electronic organisers, personal data assistants, dashboard mounted
computers, etc.
Integra Office Solutions Ltd February 2010 26
Hand-held Devices
Mobile phones and other hand-held electronic information and communication devices should
only be used in a car when you are parked safely and legally. You must not use your device
at any other time, including when you are stopped in traffic.
Mobile phones, etc must not be used whilst driving.
Such use includes:
1. making or receiving calls
2. sending or viewing picture or video messages
3. writing, sending or viewing text messages
4. accessing the Internet or sending or receiving emails
5. listening to voice messages.
If you have your mobile phone, etc with you whilst driving, you must ensure that your
voicemail, message service or call-diversion facility is activated. If you receive a call whilst
you are driving you should retrieve any message left at the earliest safe opportunity. For
example, if you are expecting an urgent call you should pull over at the earliest safe
opportunity to retrieve your message and, if necessary, return the call.
Hands-free Systems
Some employees may consider it essential for the performance of their duties to make or
receive calls whilst driving.
The law does permit individuals to use mobile phones whilst driving providing that appropriate
hands-free equipment is installed and used.
If you have a business reason for using your mobile phone whilst driving (as determined by
the Company) the Company will provide you with an appropriate hands-free kit, which must
be used on every occasion. This will remain the property of the Company. You are not
permitted to use any other system (including an earpiece attached to the phone).
You must only use your mobile phone, etc whilst driving where it is absolutely necessary to
make or receive business-related calls, but not for any other purpose.
You are reminded that you must drive safely at all times and only make or receive calls when
it is safe to do so. You should inform the caller of the fact that you are driving and keep the
call as short as possible.
For the avoidance of doubt, the Company will not reimburse individuals for any fines, costs,
etc that may be imposed in the event that they are prosecuted for any driving offence as a
result of using a mobile phone whilst driving.
Failure to comply with this policy (whether or not such failure leads to an accident or
prosecution) may lead to formal disciplinary action being taken under the company's
disciplinary procedure and may, in serious or persistent cases, lead to dismissal.
20. NO SMOKING
20.1 Smoke Free Policy
The purpose of the „smoking ban‟ is to protect all employees, service users, customers and
visitors from second hand smoke and to assist compliance of the Health Act 2006.
20.2 Premises
Smoking is strictly prohibited throughout the company premises, including the Reception area
and outside in the immediate vicinity of the main entrance.
Integra Office Solutions Ltd February 2010 27
The designated area for smoking outside of the building is outside of the staff rest room, with
the doors closed.
There will be no designated smoke rooms within the building. Top
20.3 Company Vehicles
If you have a vehicle leased or owned by the company and it is used or could be used by a
colleague or you transport colleagues or other members of the public in your car then you are
not permitted to smoke in the vehicle. All vehicles must display a non-smoking sign.
These will be supplied by the Integra Office Manager.
20.4 Enforcing the Ban
All employees and visitors to the premises must comply with the Regulations, as any one
smoking would be committing an offence. A visitor would be requested to extinguish their
smoking material immediately or leave.
An employee would be requested to extinguish their smoking material immediately and a
refusal would lead to a suspension from work pending a disciplinary hearing up to and
including summary dismissal.
Support to give up smoking
If you wish to give up smoking then you can visit your GP for advice. Alternatively, you may
contact Smokers Helpline Wales on 0800 169 0 169
This free phone helpline offers:
One to one confidential advice from specially trained counsellors
Guidance on stopping smoking and help with associated problems
Information leaflets on how to get started, planning and preparing to quit smoking
Guidance on accessing support from local smoking cessation services
21. PARENTAL LEAVE
If you have completed at least one year‟s continuous service with the Company you will be
entitled to parental leave for each child:
Who is under the age of 5 years
Adopted on or after 15 December 1999 who is under the age of 18 years; or
For whom you have acquired parental responsibility and who is under the age of 5 years.
Parents of disabled children can take their entitlement up to their child reaching 18. “Disabled
means in receipt of a disabled living allowance.
Parents who adopt a child after 15 December 1999 can take their entitlement during the 5
years following adoption, or until the child reaches the age of 18, whichever is earlier.
Parental leave is available to both parents and may be taken in addition to maternity /
paternity leave. Top
If you work part time you will receive pro-rata entitlement.
You may take leave for the purpose of caring for your child, such as to look after the child or
make arrangements for the good of your child.
Integra Office Solutions Ltd February 2010 28
You will not be paid for any leave taken under this entitlement. You will continue to be bound
by your implied obligations of good faith to the Company and any terms and conditions
contained in your contract of employment relating to:
(a) Notice of termination
(b) disclosure of confidential information
(c) your participation in any other business.
The Company will continue to be bound by its implied obligations of trust and confidence and
any terms and conditions contained in your contract of employment relating to notice of
termination, compensation in the event of redundancy, and disciplinary and grievance
procedures. Top
You are not permitted to work for any other employer or be self-employed during leave.
21.1 Procedure for Taking Parental Leave
Parental leave totals 13 weeks. You may take no less than one week‟s leave at any one time
and no more than four weeks in any one-year. Leave taken for only part of a week will count
as a full weeks‟ leave. Top
Parents of disabled children will be entitled to take leave in blocks of one day or multiples of a
day. Leave can also be taken in the form of reduced hours.
21.2 Notification Procedure
You must give one month‟s written notice of your intention to take leave stating the date on
which leave will commence. The Company will respond to your request for leave within 5
working days.
The Company may, except in the case of leave taken after birth/adoption, postpone you
taking leave by up to 6 months where the Company considers that the operation of the
business would be unduly disrupted if leave were taken.
Fathers who wish to take leave following Paternity Leave for birth or adoption must give the
Company one months written notice prior to the week in which birth or adoption is expected.
You will be required to produce evidence of your entitlement to take leave, such as your
responsibility or expected responsibility for the child, or the age of your child, when you make
your first request for leave. Any attempt to take leave when you are not entitled to do so will
result in disciplinary action. Top
21.3 Records
The Company will maintain a record of all leave which you take and this will be kept on your
personnel file. The Company is obliged to make enquiries of your previous employer as to the
amount of leave you have taken and if requested, will give to any new employer details of the
leave you have taken while in the Company‟s employment. Top
21.4 Return to Work
You will normally return to your original job, and this will be guaranteed where leave taken is
for a period of 4 weeks or less, save where this follows Additional Maternity or Adoption
Leave. Where this is not possible, you will be given a job that is suitable and appropriate for
you on at least the same status, with not less favourable terms and conditions as your
previous job. Top
Integra Office Solutions Ltd February 2010 29
21.5 Change of Employer
You will need to work for the Company for one year before you are entitled to take leave. No
service with another employer will permit you to take leave with the Company. Any leave
taken with a previous employer will be deducted from your entitlement to leave with the
Company. Top
22. PATERNITY
22.1 Paternity Leave in a Birth Situation
To qualify for Paternity Leave you must have been continuously employed by the Company
th
for a period of 26 weeks or more by the end of the 15 week before the mother‟s expected
week of childbirth (EWC). Top
22.2 Paternity in an Adoption Situation
To qualify for Paternity Leave you must have been continuously employed by the Company
for a period of 26 weeks or more by the end of the week in which the child‟s adopter is notified
of having been matched with the child for adoption. Top
22.3 Eligibility for Paternity Leave
You must have responsibility for the upbringing and is either the biological father or the
mother‟s husband or partner (partner refers to someone who lives with the mother, either
male or female, in an enduring family relationship, but who is not a blood relative). Top
22.4 Amount and Timing of Leave
You may take up to two weeks‟ leave, either one week or two consecutive weeks (but not two
separate weeks).
Leave must be taken within 56 days of the birth or, where the child is born earlier than
expected, between the date of birth and 56 days from the first day of the EWC.
In the case of an adopted child, leave must be taken within 56 days of the date on which the
child was placed with you and/or your spouse/partner.
Paternity leave can start on any day of the week on or following the birth of the child or its
placement for adoption or from a chosen number of days or weeks after the child‟s birth or
placement. The leave must be completed within 56 days of the actual birth or if the child has
been born prematurely, within a period from the actual date of birth up to 56 days after the
expected week of birth. Similarly with adoption leave, it must be completed within 56 days of
the date on which the placement occurred.
It should be noted that only one period of paternity leave is available even if more than one
child is born as the result of the same pregnancy or if more than one child is placed with an
individual or couple for adoption. Top
22.5 Notification Requirements (Birth)
th
If you wish to take leave you must notify the Company no later than the 15 week before the
EWC of:
(a) The date of the EWC
(b) Whether you wish to take one or two weeks‟ leave
(c) The date you wish your leave to commence.
Integra Office Solutions Ltd February 2010 30
You may change the commencement date provided you give the company at least 28 days
notice of the new start date.
It is important that you notify the Company of the date of the child‟s birth as soon as
practicable after the birth. Top
22.6 Notification Requirements (Adoption)
If you are adopting and wish to take paternity leave, you must inform the Company within 7
days of being notified by an adoption agency that you have been matched with a child for
adoption. In notifying the Company you must:
(a) Specify the date on which the child is expected to be placed for adoption
(b) whether you wish to take one or two weeks‟ leave
(c) the date you wish your leave to commence. Top
22.7 Eligibility for Statutory Paternity Pay
To qualify for statutory paternity pay (SPP) you must have average weekly earnings at or
th
above the lower earnings limit for National Insurance as at the 15 week before the EWC and
must give the Company at least 28 days‟ notice of your intention to claim paternity pay.
You will also be required to submit to the Company a signed declaration that you will:
(a) Be taking leave either to care for the child or to support the mother
(b) Have or expect to have responsibility for the upbringing of the child
(c) Be the father of the child and/or the husband or partner of the mother.
During the first week of Paternity Leave you will be paid your normal salary. This will be
made up of statutory paternity pay and toped up by the company to your normal basic pay.
During the second week you will be paid at the statutory paternity pay rate, currently £123.06
per week.
During the statutory paternity leave period your contract of employment remains although
there will be no entitlement to full wages/salary.
You will also be bound by any obligations arising under your terms and conditions.
You are entitled to return to your old job on return from paternity leave. Top
23. RELOCATION
The purpose of the policy is to ensure that employees are reimbursed for all reasonable costs
associated with their move. Top
Areas of assistance are:
23.1 Legal & Professional Fees:
Full reimbursement is made for:
Legal Fees and costs (including stamp duty)
Estate Agents Fees or Advertising Costs
Survey Fees (RICS Standard)
Building Society Valuation/Inspection Fee
Cost of removal (including insurance)
Integra Office Solutions Ltd February 2010 31
23.2 House Search
Reimbursement of reasonable expenses incurred by the employee and spouse for up to two
visits. Time off is also granted for these visits. Top
23.3 Travel Assistance
For staff unable to move until after starting work in the new location, up to 6 months
assistance will be given for additional travelling costs.
23.4 Rental Accommodation and Temporary Lodgings
For staff unable to move house immediately, the company may, depending on the
circumstances. Meet reasonable hotel costs (excluding meals etc.) or costs of rental
accommodation for up to 6 months.
23.5 Disturbance Allowance
A payment of up to 15% of salary may be made against expenses claims submitted. This
payment is intended to cover all costs directly associated with the move, such as purchase of
curtains, connection of telephone etc. Top
23.6 Taxation
Tax relief is only available on the above expenses and benefit that do not exceed in
aggregate a value of £8,000 including VAT. Top
23.7 Receipted Bills
The reimbursement of all costs is against receipted bills. The costs of furniture removal and
solicitors‟ fees etc., can vary considerably so all employees are asked to obtain 3 quotations.
Top
23.8 Termination of Employment
Should any employee leave the company for any reason with the exception of retirement or
redundancy, then any relocation payments made will be repayable as follows:
Up to and including 12 months of relocation 75%
Over 12 months and up to 24 months of relocation 40%
23.9 Maximum Expenses Paid
All the payments and benefits listed above must fall within the limit of £8,000. Top
24. SMUGGLING CIGARETTES ETC
Under the Tobacco Products Duty Act 1979 (as amended by the Finance Act 2000) it is an
offence to sell illegal tobacco goods on company premises that do not display the fiscal mark
to confirm duty has been paid
Such products commonly include cigarettes, cigars and hand rolled tobacco.
Any employee found to be supplying or purchasing such goods or being in possession of
such illegal products on company premises is liable to disciplinary action, up to and including
summary dismissal.
What is more, suppliers of such illegal products on company premises would be reported to
the Police. Top
Integra Office Solutions Ltd February 2010 32
25. SNOW / ADVERSE WEATHER
As agreed by the Management Team, the following will apply:
Where the Office is „officially closed‟ then no member of staff will be expected to take a
day‟s leave for not attending.
Where the Office is „officially open‟ then, apart from those staff who have been authorised
by their Departmental Head and can effectively work from home, then any non-
attendance will have to be taken as a day‟s holiday or unpaid leave.
The decision as to whether the Office is open or closed will be taken by the Management
Team after taking note of road and weather conditions together with weather forecasts,
availability of public transport etc. Any decision to close the office will be communicated to
staff by their Departmental Heads. If unsure staff should contact their Manager or Director
by phoning for confirmation.
However, if an employee has pre-booked a days holiday and subsequently that day is
affected by adverse weather and the office is officially closed, then the days holiday will
be refunded.
26. TELEPHONE & EMAIL
26.1 Answering the Telephone
It is imperative that all employees are polite, helpful and act in a professional manner at all
times when answering the telephones. ALL TELEPHONES MUST BE ANSWERED BY THE
RD
3 RING. The Integra standard response when answering a call is: - “GOOD
MORNING/AFTERNOON, INTEGRA, XX SPEAKING HOW MAY I HELP YOU”
26.2 Use of Company Telephones
Use of the Company's telephone for private purposes is permitted only in emergencies or with
permission. Unauthorised use of Company telephones (mobile and landline), including
facsimile (fax machine) will be deemed as misconduct and the Company disciplinary
procedure would be invoked.
The Company address should not be used for private purposes and the Company reserves
the right to open all mail addressed to Company premises. Top
26.3 Voice Mail
Key 800, using the screen at the top of your phone on the keypad, click CUSTO, MLBOX,
CUSTOM, RECORD (Now speak the message below – your colleague group number is the
rd
3 number of your extension i.e. my extension is 3051 therefore my group is 5.), STOP,
LISTEN and if happy OK.
26.4 Voicemail Script - Normal Message
You have reached the voicemail of (your full name). I am unable to take your call right now.
Please press star (number of your colleague group) to talk to a colleague or alternatively you
can leave me a message after the tone. Top
26.5 E-Mail
(a) Appropriate Use
Computer resources belong to the business and are to be used solely for business
purposes. Unauthorised use of emails will be deemed as misconduct and the Company
disciplinary procedure would be invoked.
Integra Office Solutions Ltd February 2010 33
(b) Copyright and licensing
Employees have a responsibility to ensure that copyright and licensing laws are not
breached when composing or forwarding e-mails and e-mail attachments. Top
(c) Explicit Materials
If you receive e-mails that contain explicit or offensive material you must report it
immediately to your department head. Any employee found to be abusing computer
resources, include the distribution of chain letters, inappropriate humour, explicit or
offensive images, would be deemed as having committed an act of gross misconduct and
the Company would invoke disciplinary procedures. Top
(d) Care in drafting E-mail
Employees have a responsibility to draft all e-mails carefully, taking into account
discrimination, harassment, company representation and defamation issues.
(e) Information, Confidentiality
E-Mail is an insecure system, and content can be easily copied, forwarded and archived:
do not send any company confidential information or trade secrets by e-mail. Such a
breach would be deemed as misconduct; gross misconduct for a serious breach, and the
Company disciplinary procedure would be invoked.
(f) Employee Privacy
Employees cannot expect any e-mail messages composed, received or sent on the
company network, regardless of the use of personal e-mail passwords, to be for private
viewing only
(g) Retention and Purging
Deletion of old e-mails is to be managed by each employee keeping in mind data storage
levels, archival and legal discovery issues.
(h) Penalties
Unauthorised use of emails or a breach of e-mail or related laws would invoke the
Company‟s disciplinary procedure up to and including summary dismissal. Top
26.6 Interception of Telephone Calls/Email
All outgoing telephone calls (landline and mobile) are logged by way of itemised billing by the
telephone provider. The Company reserves the right to use this information to check on calls
and investigate any unrecognised numbers. In addition, under the Regulation of Investigatory
Powers Act, 2000 the Company has the right to intercept incoming and out going telephone
calls, voice mail and email without the consent of employees for the purpose of monitoring or
recording in certain circumstances, which include:
Recording evidence of facts relevant to the business Top
Ensuring compliance with regulatory or self-regulatory practices or procedures
Maintaining standards of training and services
Preventing or detecting criminal activity
Preventing the unauthorised use of the telephone or other telecommunication system.
Integra Office Solutions Ltd February 2010 34
Ensuring employees do not breach the Company‟s telephone policy or any other policy
related to telecommunication systems. If you have any queries or are unsure about any
matter regarding the telecommunication systems then always speak to your manager.
Monitoring and e-mail blocking software may be used by the company, and e-mail content
may be read at any time. Top
27. TRAINING & DEVELOPMENT
27.1 General Statement of Policy
Successful businesses never stand still and are changing continually. That means from time to
time roles can change or move on and the type and volume of work in a particular role can
also vary.
Therefore in order to operate the business effectively and develop your skills to their full
potential, it is a condition of your employment that if required you would transfer to an
alternative role or undertake any other reasonable duties within the business. Where required
full training would be offered to help in any new duties. Top
It is the policy of the Company to have proper arrangements for training at all levels so that
you can contribute fully to the business and progress as far as you are able within the
company. It is important to the continuing success of the business that you take every
opportunity to make the very best of you potential. Top
You can expect a combination of training methods, including:
All necessary training when you are new to the Company, newly transferred or promoted
to allow you to carry out your responsibilities effectively.
Supervisory and management training as appropriate.
Training to help you with the continual changes we all have to cope with at work and to
improve the quality of everything we do, including new systems and procedures.
Encouragement to staff who are engaged in professional duties and wish to develop their
professional skills in order to carry out their particular responsibilities more effectively.
Encouragement for self-development/self learning attributes that are worked based.
Encouragement and support to undertake further qualifications appropriate to the work
you perform.
Honest and open feedback on how you are performing, with coaching from your
manager.
In addition, you have a major role to play in order to give of your best and to achieve high
standards. Some of the ways you can do this are:
Look for ways to do things better and asking for feedback from others.
Get to understand the business better.
Seek out appropriate training and development opportunities for yourself.
Applying your learning and passing it on to colleagues.
It is important that where you are unsure of any new role or duties you sit down with your
director/manager to discuss your training needs and development objectives.
Integra Office Solutions Ltd February 2010 35
External training courses are permitted as long as they are relevant to the business and to the
job you perform or will be performing. However, all external training must first be approved by
your Departmental Director. Top
27.2 Further Education
The Company wishes to encourage all employees to undergo further training when this is
seen to be helpful to improve performance in their job. Whether financial assistance from the
Company is available for this purpose depends on the extent to which the further training
benefits the Company and applications will be considered on their merits. Top
27.3 Vacancies
The Company policy is that where possible employees should be encouraged to apply for
positions and promotion within the Company. Top
27.4 Training Policy for Staff
All courses must be work related and agreed by their departmental manager.
Integra will pay half the cost of the course and the employee will pay the other half. The
remaining half can be loaned to the employee and be deducted over the period of the
course, if requested. The staff member‟s contribution will be refunded on successful
completion of the course.
If during the period of the course, the employee voluntarily leaves the employment of
Integra the employee will payback 50% of Integra‟s contribution and full repayment of
their 50% loan, if this was set up.
If the employee leaves within 12 months of successfully completing the course, the
employee will have to pay back 50% of the total cost of the course including examination
fees back to Integra via salary.
If an employee fails an exam the company will not pay for re-sit exam fees.
Travel and expenses will be covered in accordance with the Expenses and Benefits
policy.
Evening courses should be encouraged but a maximum of half a day per week will be
allowed during working hours to attend a course if required. If this is used, then the staff
member‟s lunch break is reduced to half an hour for the rest of the week, or if not
detrimental to other work arrangements, half an hour added on to the beginning or end or
the normal working day.
The company will authorise a maximum of two days per annum study leave. This time
should be used for exam revision. In addition, you may be able to claim up to 50% of
your time to sit the exams, with the other 50% to be taken as annual leave. Any additional
days taken must be from your annual leave entitlement.
These requirements are not applicable to employees whose contract is terminated by the
Company on grounds of redundancy.
Integra Office Solutions Ltd February 2010 36
ABSENCE
1. DOCTOR/DENTIST/HOSPITAL APPOINTMENTS
The Company recognises that from time to time you may require an appointment to visit your
doctor, dentist, hospital or other medical specialist.
You should make every effort to arrange your appointment outside of working hours. If this
were not possible then reasonable paid time off would be granted on production of your
Appointment Card/Letter.
Any member of staff found to be abusing a request for time off to attend a medical
appointment would be liable to disciplinary action up to and including summary dismissal.
2. DEPENDANT CARE
You are entitled to reasonable time off to deal with a variety of unexpected or sudden events
involving a dependant.
You should give notice of your intended absence, the reason for it and how long you expect to
be absent to your manager/director as soon as reasonable practicable, and preferably by
09.30am on the first day of absence, unless the reason for the absence cannot be given until
after you have returned to work.
Your right to time off is limited to unexpected or sudden events connected with a dependant,
which includes your parents, spouse or partner, child, or anyone who lives as part of your
family and for whom you are the main carer.
Time off may only be taken in the following situations:
to help with or make arrangements for care when a dependant falls ill or is injured
to cover when existing arrangements for the care of a dependant is unexpectedly
disrupted
to help when a dependant gives birth
to make arrangements when a dependant dies
to deal with unexpected incidents involving your child during school hours or on a school
trip
any other unexpected incident involving a dependant
Any time taken under this entitlement is unpaid, and will be deducted from your normal
monthly salary to which you consent by virtue of exercising your right to time off for dependant
care. Any employee found to be abusing this policy would be liable to disciplinary action. Top
Integra Office Solutions Ltd February 2010 37
16. PERMITTED LEAVE OF ABSENCE
Except in cases of illness or injury, staff are not paid for periods of absence. Individual
applications for special leave, with or without pay, are considered on their particular merits,
and should be addressed to the Manager/Department head.
In a number of specific situations, the Company is committed by Statutory Law or the
recommendations of Codes of Practice to allow time off work. Such provisions will be
updated as and when necessary to concur with changes in employment legislation. Top
3.1 Time Off For Public Duties
The company recognises that from time to time some employees may serve on public bodies
or be active members of official organisations, as follows:
3.2 Jury Service
If you are called for jury service you must inform the company as soon as you receive a
summons for attendance. An employee should claim from the court for loss of earnings whilst
you are away from work. The Company will initially pay an employee for time away on jury
service, but on return an employee must inform the company how much you received as
compensation for loss of earnings and this will be deducted from your salary. Top
3.3 Public Office
An employee may be elected or appointed to a particular statutory public office. For the
following functions listed below, you may take reasonable unpaid time off.
Justice of the Peace (Magistrate)
Or a member of:
A local authority
The Broads Authority
A statutory tribunal
An NHS Trust, health authority or health board
A governing body of an educational establishment
The National Rivers Authority
A prison board of visitors or a prison visiting committee
The Environment Agency
The General Teaching Councils for England and Wales
The Scottish water and sewage authorities
A water industry consultative committee
The Secretary of State may revise the above list from time to time.
All employees, irrespective of length of service or hours of work, are entitled to reasonable
time off to perform the specified public duties. Time off is permitted for:
Integra Office Solutions Ltd February 2010 38
Attendance at meetings of the relevant body or any of its committees or sub-committees
Any executive duties, training or preparation required of the office holder in performing
their office.
Again, the Secretary of State may from time to time revise those duties for which time off is
permitted. Top
3.4 Professional Duties
An employee may be elected or appointed to committees or councils of professional
organisations in connection with your work. You may take reasonable unpaid time off on the
condition that authorisation has been granted from the Manager/Department Head before
agreeing to serve.
3.5 Reserve Forces (Territorial Army, RNR, RAFR)
Employees who actively serve in the Territorial Army, Royal Naval Reserve or the Royal Air
Force Reserve are entitled to one week‟s unpaid leave to attend annual camp and a second
week from your holiday entitlement. Top
3.6 Trade Union Activities
If an employee is a member of a trade union they will be entitled to reasonable time off, as
agreed between the company and the trade union. Generally, time taken will be partly paid
and partly unpaid.
3.7 Outside Activities
If an employee belongs to an association or voluntary organisation unconnected with their
work, they must use their holiday entitlement to attend meetings, conferences or courses.
Additional leave, including unpaid leave would not be authorised to attend such activities. Top
4. SICKNESS/ABSENCE
4.1 Notification of Absence
Except in cases of illness, injury or in emergencies, permission to be absent from work must
be obtained in advance.
4.2 On the first day of absence
If you are unable to attend for work you must inform your departmental Manager/Director on
the first morning of absence by no later than 9:30am, explain the reason for your absence and
also the expected duration. Failure to do so may lead to loss of benefit and/or disciplinary
action. Top
4.3 If you return on or within 7 days
Absence between one and seven concurrent days should be supported by a self-certification
form, which you can obtain from your Departmental Manager, this should be filled in upon
your return in the presence of your Departmental Manager who then will pass it to the Office
Manager to process. The Company will not make Statutory Sick Pay (SSP)/Company Sick
Benefit Payment until you do this. Top
Integra Office Solutions Ltd February 2010 39
4.4 If you are absent for more than 7 days
If you are absent for 8 or more days a medical certificate signed by your doctor/hospital must
be produced and sent to the Office Manager immediately The Company will not make
SSP/Company Sick Benefit Payments until you do this.
You must regularly forward Doctors' statements to the Company for as long as that sickness
lasts. While the Company will normally be sympathetic to cases of genuine sickness, illness
or accident, prolonged or persistent absence for these causes may be investigated through
the disciplinary procedure. Top
4.5 Long Term Sickness Absence
On rare occasions genuine incapacity continues for a prolonged period of time, which will
mean that an employee entitlement to company sick pay and statutory sick pay will expire.
Top
If after a period of six months absence or on expiry of statutory sick pay (whichever is latest)
Wherever possible an employee‟s job would be kept open, although this may not be
feasible in all cases. Employment would, however, be regarded as continuous for the
purpose of calculating entitlement to benefits and length of service if you return to work.
During a long absence holiday would be based on average earnings calculated over the
previous 12 weeks.
If an employee recovers to the extent that they are fit to do their old job or a suitable
alternative job
The Company shall do their very best to find suitable employment within the Company
and within a reasonable time. Such alternative employment would not necessary be the
same job, department, pay level, location or include the same hours of work as previously
obtained. Top
th
If it is unlikely that an employee would be returning to work by the 40 week of continued
absence
The Company would consider all the facts and the employee‟s employment would be
terminated with pay in lieu of notice. Length of service, work record and personal
circumstances would be taken into account. The employee will have the right of appeal
against such a decision by writing to the Chief Executive within 5 working days of
receiving written confirmation of employment being terminated.
4.6 Sick Visiting and Recommencement of Work
Although each individual's case will be treated on its own particular merits, wherever
practicable the following procedure will be applied:
(a) A visit to a sick employee will normally take place within the first 2 months, and further
visits will follow at regular intervals as appropriate.
(b) A record of the visit will be made on the personnel file and, if appropriate, a brief note will
be sent to the person concerned.
(c) Your Manager having first made an appointment will make such visits. Top
(d) During visits, full explanations of the Company Sickness Benefit Scheme, National Health
and Social Security benefits, tax rebates etc. will be given and employees recovering will
be encouraged to visit the Company when possible. Top
Integra Office Solutions Ltd February 2010 40
(e) Consideration, where appropriate, will be given to employees recommencing work on a
part-time basis, after sickness, if this is feasible or practicable. An employee maybe
advised to work part-time for a period by their GP/medical professional.
(f) Where an employee is off sick for 13 weeks, a letter will be sent requesting the employee
to visit the Company, where practicable, to discussing the probable duration of the illness
and the likelihood of return to work.
(g) Where an employee has been absent for 8 or more weeks a medical certificate stating
fitness to return to work must be obtained before recommencement of work. Top
(h) Any employee absent from work for 8 weeks or more must give the Company as much
advance notice of their return to work as possible, and a minimum of 3 normal working
days given to your Manager
4.7 Medical Examination
Where an employee has been absent for 8 or more weeks, the Company may ask you for
permission to access medical records by writing to your doctor to learn more about your
illness, its likely duration and how best we can support you.
Where there is concern for an employee‟s health and his/her ability to carry out their work, the
Company reserves the right to ask that you submit to an independent medical examination by
a qualified medical practitioner nominated by the Company, the cost of which will be borne by
the Company.
The Company reserves the right to require all staff to agree to an independent medical
examination by a qualified medical practitioner nominated by the Company, either or on any
reasonable occasion such as joining the Company, or when there is a single or frequent
period of sickness absence. Top
H.R PROCEDURES
1. ALCOHOL & DRUG DEPENDANCE
It is our policy to treat alcohol and drug dependence as a health problem and to encourage
staff to get treatment.
If a member of staff is known or thought to have an alcohol or drug dependence they will be
encouraged to see their own doctor who may refer them to a specialist dependency unit.
During the consultation/treatment that follows any absence will be covered by the Company‟s
Occupational Sickness Payment Scheme and Statutory Sick Pay thereafter. Sickness
payment will be dependent on the individual following the medically prescribed course of
action.
The Company will try to arrange for the member of staff to return to their job after treatment or
where it is not advisable or possible will make every effort to offer alternative employment.
Top
If the individual relapses after treatment or refuses treatment any resultant poor performance,
attendance and behaviour would be dealt with under the Company‟s disciplinary procedure.
Any member of staff on Company premises under the influence of alcohol or drugs will be
sent home immediately whilst the particular situation is investigated.
Unlawful dealing in drugs by a member of staff on the premises is gross misconduct and
would be liable to summary dismissal. The circumstances would also be referred to the
Police.
Integra Office Solutions Ltd February 2010 41
Furthermore, unlawful dealing in drugs off Company premises or outside of work may also
make a member of staff liable to dismissal where there is a loss of trust and confidence
between the Company and employee or where the employee brings the Company in to
disrepute.
2. APPRAISALS
During December and January of each year each manager undertakes a review with each
member of their team to discuss their performance in terms of the stated objectives agreed
the year before. This is not connected with salary review but is connected to the annual bonus
scheme. It is an opportunity for both parties to look at all aspects of performance individually,
by department and company. Top
3. CHANGES IN PERSONAL CIRCUMSTANCES
It is important that personnel records are kept up to date, as it may be necessary to rely on
them at short notice or in an emergency. Staff should inform the Manager concerned if there
are any subsequent changes in their personal particulars e.g. address, telephone number,
additional qualifications etc. A member of staff must disclose to the Company immediately
any circumstances that affect his/her capacity to carry out duties. Likewise, the Company
should be informed immediately of any legal proceedings which a member of staff may
become involved in and which may affect the Company. In the event of an emergency, it is
important that the Company has the name of the next of kin of employees on their personal
file. Top
4. CHANGES IN TERMS AND CONDITIONS OF EMPLOYMENT
The Company reserves the right to make reasonable changes to any of the Terms and
Conditions of Employment. You will be notified of minor changes of detail by way of general
notice to all employees or shown in the appropriate Employee Handbook. Any such changes
would take effect from the date of the notice.
You will be given not less than 1 month‟s written notice of any significant changes that may be
given by way of an individual notice/letter or a general notice. Such changes would be
deemed to be accepted and agreed by you unless you notify the Company of any objection in
writing before the expiry of the notice period. Top
5. COMPANY PROPERTY
No items of Company property may be taken from the premises without written permission.
Employees leaving the premises carrying packages are liable to be required to disclose the
contents.
The unauthorised removal of any items of property from company premises would invoke the
disciplinary procedures up to and including summary dismissal. Top
6. DISCIPLINARY PROCEDURE
6.1 Introduction
A good working atmosphere and team work enhance the working environment for all and the
Company‟s aim is to encourage good performance and conduct at all times. The procedure is
designed to help where your performance or conduct falls below acceptable standards. Its
purpose is to help in these matters to establish the facts quickly, and to deal fairly and
consistently with disciplinary issues.
This procedure is intended to ensure, that except in extreme circumstances, no employee
would be dismissed without being given reasonable opportunity to improve, and disciplinary
action would not be taken without giving you the opportunity to state your case.
Integra Office Solutions Ltd February 2010 42
The procedure aims to ensure fairness towards the employee. Accordingly the Company
reserves the right to depart from the precise requirements of this procedure where to do so
would be no less fair or lawful.
This policy is not contractual and does not form part of your terms and conditions of
employment. The policy is subject to alteration at the sole discretion of the Company without
notice. If you have less than 12 months service you may only receive a final written warning
before dismissal for any performance/conduct matter not deemed to be serious.
Misconduct
If, after investigation, it is confirmed that you have committed an offence of the following
nature, the normal consequences would be disciplinary action (the list is not exhaustive):
Poor timekeeping
Unauthorised absence
Minor breaches of health & safety requirements
Breach of dress code
Failure to obey a lawful and reasonable management instruction
Minor misuse of I.T. facilities, including email and internet access
Inappropriate use of company time for personal uses, without prior arrangement
Rudeness or offensive behaviour, including the use of swear words
Negligence or carelessness in carrying out the work
Failure to take proper care of the Company‟s property
Gross Misconduct
The usual penalty for gross misconduct is summary dismissal. However, any mitigating
circumstances would be taken into account. Summary dismissal means that you would be
dismissed without notice and would forfeit any pay in lieu of notice.
If, after investigation, it is confirmed that you have committed an offence of the following
nature, the normal consequences would be dismissal (the list is not exhaustive):
Theft or misappropriation of property
Fraud or deliberate falsification of documents, including timesheets
Fighting or assault on another person
Committing a criminal offence, either at or outside work, which undermines the trust
between the individual and the Company or which brings the Company into disrepute
Conduct which seriously undermines the trust between the individual and the Company
Other conduct bringing the Company into disrepute
Deliberate damage to Company property
Bullying or harassment
Integra Office Solutions Ltd February 2010 43
Being unfit for work through alcohol or illegal drugs
Unauthorised possession on Company premises of alcohol or illegal drugs
Gross negligence
Gross insubordination i.e. refusing to accept a reasonable request made by an
authorised person
Other serious failure to comply with Company rules and procedures
Deliberate misrepresentation to obtain employment
Serious disregard of health and safety procedures
Serious breaches of confidentiality
Serious misuse of employer communication systems including e-mail, internet, intranet
and telephone.
Any other act of such gravity as to be inconsistent with your continued employment
Some other substantial reason
6.2 Procedure
If management feels that there are grounds for taking disciplinary action against you on the
basis of your conduct or performance the following procedure would apply:
1. The company would carry out an investigation into any potential disciplinary matter. In
some cases this would require the holding of an investigatory meeting with the employee
before proceeding to any disciplinary hearing. In others, the investigatory stage would be
the collation of evidence by the employer for use at the disciplinary hearing.
2. Where possible, the company would arrange for different people to carry out the
investigation meeting and disciplinary meeting in misconduct cases. Where this is not
possible, the Company may ask its Independent Personnel Adviser to conduct/hear any
of the meetings as appropriate.
3. You would be given a written invitation to attend a disciplinary hearing.
The written invitation would:
3.1 Give reasonable notice of the date and time of the hearing. In more complex cases
the amount of notice should be greater, to allow you time to prepare.
3.2 Contain sufficient information about the allegations against you, including any
written evidence such as witness statements.
3.3 Inform you that you may be accompanied at the disciplinary hearing by a fellow
colleague or accredited trade union representative and that if the companion is a
work colleague, that person may have reasonable paid time to prepare for the
meeting.
4 The disciplinary hearing would be rearranged, if reasonably necessary, to accommodate
you or your companions availability or to allow time for preparation (within a maximum
period of 7 days).
Integra Office Solutions Ltd February 2010 44
5 An appropriate manager or director has the right to issue an improvement note, first or
final written warning. Only an authorised person has the authority to dismiss or
determine some other sanction. If a manager is involved in the factual issues in question
the disciplining manager would, if possible, be some other suitable person unconnected
with issues.
6 The disciplining manager may also have another member of staff or the Company‟s
Independent Personnel Adviser present at the disciplinary hearing to conduct, witness or
act as note-taker.
7 At the disciplinary hearing
7.1 You would be given an opportunity to ask questions, present evidence and where
practicable and reasonable, to call relevant witnesses.
7.2 Your companion may speak on your behalf but may not answer questions which are
put directly to you.
7.3 The disciplining manager may adjourn the disciplinary hearing at any point to
consider the decision, to conduct further investigations or as may otherwise be
reasonably necessary.
8 If disciplinary action is to be taken, the disciplining manager would issue you with a
written statement which:
8.1 Details the disciplinary action to be taken.
8.2 Specifies the conduct or performance or attendance in question.
8.3 Informs you (unless the disciplinary action is dismissal) that if the disciplinary action
does not achieve the desired result within a specified time period, further
disciplinary action would follow which may be a further warning or in some cases
may result in dismissal.
8.4 Informs you of the right of appeal and to whom the appeal should be sent.
8.5 Would be copied onto your personnel file.
6.21 Suspension Pending Disciplinary Investigation
In appropriate cases, you may be suspended from work pending disciplinary investigation.
Such suspension would last only as long as reasonably required to allow for conducting the
investigation and would not necessarily constitute disciplinary action. Suspension would be
with full pay and benefits.
6.22 Suspension Without Pay
In certain circumstances, such as cases relating to criminal proceedings, suspension without
pay may be imposed in addition to any warning.
Every effort would be made to ensure that the period of suspension would be kept to a
minimum, but enough time would be required to allow for a full and proper investigation.
6.3 Stages of Disciplinary Action
6.31 Informal Counselling
In the event of a minor act of misconduct or a minor instance of poor performance, especially
the first instance, your manager would, in an informal setting, bring the matter to your
Integra Office Solutions Ltd February 2010 45
attention, offering any guidance which may assist you to conform to required standards of
conduct/performance.
6.32 Stage 1 – Improvement Note
This constitutes the first step of the disciplinary procedure. If performance/conduct is
unsatisfactory, you would be given an improvement note. This would set out the
performance/conduct problem, the improvement that is required, the timescale, any help that
may be given and the right to appeal. You would be advised that this is the first stage of the
formal procedure. A record of the improvement note would be kept on your file for a period of
six months after which time it would be disregarded (for issues of conduct the company
reserve the right to waive this stage)
6.33 Stage 2 – Written Warning
If the offence is serious, if there is no improvement in standards, or if another offence occurs,
a written warning would be given. This would be in writing and set out the nature of the
misconduct/performance and the change in behaviour/performance required and the right of
appeal. The warning would also inform employee that a final written warning may be
considered if there is no sustained satisfactory improvement or change. A record of the
warning would be kept on your file for a period of 12 months after which time it would be
disregarded (for issues of conduct the company reserve the right to waive this stage)
6.34 Stage 3 – Final Written Warning
If the offence is sufficiently serious, or if there is further misconduct or a failure to improve
performance during the currency of a prior warning a final written warning you may be given a
final written warning.
This would give details of the complaint, the improvement required and the time scale. It
would also warn that failure to improve may lead to dismissal (or some other action short of
dismissal) and would refer to the right of appeal. A record of the warning would be kept on
your file for a period of 12 months after which time it would be disregarded.
6.35 Stage 4 – Dismissal or Other Sanction
If there is still further misconduct or failure to improve performance the final step in the
procedure may be dismissal or some other action short of dismissal (see below section “Other
Disciplinary Sanctions”). Dismissal decisions can only be taken by the appropriate senior
manager, and you would be provided in writing the reasons for dismissal, the date on which
employment would terminate, and the right of appeal.
If some sanctions short of dismissal are imposed, the employee would receive details of the
complaint, would be warned that dismissal could result if there is no satisfactory improvement,
and would be advised of the right of appeal. A record of some other sanction would be kept
on your file for a period of 12 months after which time it would be disregarded.
6.4 Other Disciplinary Sanctions
Where appropriate in all the circumstances the following disciplinary sanctions may be
imposed, whether singly or jointly with other disciplinary action.
6.41 Demotion
You may be demoted to a lesser position, with the associated reduction in pay and benefits,
either temporarily or indefinitely. This form of disciplinary action may be imposed jointly with
some other form of disciplinary action, such as a warning.
Integra Office Solutions Ltd February 2010 46
6.42 Transfer
You may be transferred to another department or location, with any associated change in pay
and benefits, either temporarily or indefinitely. This form of disciplinary action may be imposed
jointly with some other form of disciplinary action, typically a final warning.
6.43 Suspension without pay
You may be suspended without pay. This would normally be for a period of not more than
fourteen days. This form of disciplinary action may be imposed jointly with some other form of
disciplinary action, typically a final warning.
6.5 Disciplinary Appeals
If you have been the subject of disciplinary action (other than informal counselling) you may
appeal against the decision. Your reasons of appeal may include:
You were not guilty and you can bring new evidence which previously was not
considered
Disciplinary action was too severe
Correct procedure was not followed
Any appeal must be in writing and lodged with the person as specified in the disciplinary letter
within seven days of receiving your letter.
Appeal procedure would be as follows:
1. You would be given a written invitation to attend a hearing
2. The written invitation would:
2.1 Give reasonable notice of the date and time of the hearing.
2.2 Inform you that a fellow employee or accredited trade union representative may
accompany you at the hearing.
3. The hearing would be rearranged if reasonably necessary to accommodate your or the
companion‟s availability, or to allow time for preparation (within a maximum period of 7 days).
4. The person who hears an appeal would, wherever reasonably practicable, be senior to the
disciplining manager. Where this is not possible the company owner would hear the appeal
or its Personnel Adviser.
5. The person who hears an appeal may also have another member of staff present or its
Personnel Adviser at the hearing as witness/note taker.
6. At the appeal hearing:
6.1 You would be given an opportunity to state your case before the person who hears
the appeal makes any decision.
6.2 Your companion may speak on your behalf but may not answer questions which are
put directly to you.
6.3 The person hearing your appeal may adjourn the hearing at any point to consider the
decision, to conduct further investigations or as may otherwise be reasonably
necessary.
Integra Office Solutions Ltd February 2010 47
6.4 The final decision may not be communicated on the day of the Appeal Hearing. This
would allow for the decision maker to consider the outcome and if appropriate follow
up with additional enquiries. However, the final decision would be communicated to
you in writing as soon as reasonably practicable, ideally within 7 days.
If an appeal against dismissal is successful, the employee would be reinstated with
full pay and benefits for the period between dismissal and reinstatement.
The outcome of the appeal would be final and no further appeal may be made.
7. EMPLOYEE'S DUTY TO THE EMPLOYER
Staff who are employed by the Company will work exclusively for the Company and will not
either directly or indirectly take part in or be interested in any other trade or business or
occupation, without prior written consent of the Company. Such consent will not be
unreasonably withheld. This does not include unpaid work for charity, voluntary organisations,
or sporting commitments. Staff are advised to consult with the Company if they are unsure as
to their obligations under this particular clause. Top
8. GRIEVANCE PROCEDURE
8.1 Purpose & Scope
This policy allows you to raise any complaint or disagreement that you may have, such as
treatment at work or any other work-related matter. The intention is to help resolve all
grievances as quickly and fairly as possible.
This procedure should not be used to appeal against action taken under the disciplinary
procedure - there is a separate appeal procedure for this purpose set out within the
Disciplinary Procedure.
The procedure is not intended to preclude the use of informal discussions.
This policy is not contractual and does not form part of your terms and conditions of
employment with the company. The policy is subject to alteration at the sole discretion of the
Company without notice.
8.2 Right to be Accompanied
There is no right to be accompanied at an informal grievance hearing. However, at a formal
hearing you may be accompanied by a work colleague or an accredited trade union official.
The companion may participate fully in the discussion. If the companion is a work colleague,
that person may have reasonable paid time to prepare for the meeting.
The manager who is dealing with your grievance at any given stage may also invite another
member staff or its Personnel Adviser to help facilitate, conduct or to take notes of the
meeting.
8.3 Procedure
8.31 Investigation
Depending upon the nature of your grievance it may be appropriate for there to be an
investigation. This may be carried out by your manager/director, another suitable member of
management or an Independent Personnel Adviser and would be carried out as promptly as
reasonably practicable. The employee would be kept fully informed of progress and timing of
the investigation.
Integra Office Solutions Ltd February 2010 48
In appropriate circumstances, such as where your grievance concerns your manager, another
manager of appropriate seniority or the Personnel Adviser may be substituted to respond to
your grievance.
8.32 Informal discussions
If you have a grievance or complaint about your employment you should discuss this
informally with your immediate manager. The majority of concerns would hopefully be
resolved at this stage.
8.33 Formal Grievance Hearing
If informal discussions fail to produce a mutually satisfactory solution, the formal procedure
should be invoked.
At the first stage of the procedure you must put the grievance in writing, clearly stating that
you are using the formal grievance procedure, to your manager.
On receipt of the written grievance, the Company would arrange a meeting with you to
discuss the issue.
The Company would aim to arrange this meeting within 7 days of receiving your written
grievance and to communicate a response to you, in writing, wherever possible within 7 days
of the meeting-taking place. However, additional time may be required to complete any
further investigations.
If you are dissatisfied with the response, you have the right to appeal to the appropriate
manager within 7 days.
8.4 Appeal
You must put your grievance appeal in writing, clearly stating that you are using the formal
grievance procedure, to the appropriate manager.
The Appeal would be heard, wherever possible by a more senior manager, its Personnel
Adviser or the company owner.
This meeting would normally take place within 7 days of your appeal letter being received by
the company.
You have the right to be accompanied by a colleague or an accredited trade union official.
The appropriate manager or independent Personnel Adviser, hearing the appeal would aim to
communicate a response to you in writing within 7 days of the appeal meeting taking place.
The outcome of the grievance appeal would be final and no further appeal may be made.
8.5 Personal Problems
Where you consider that the Company can assist with any personal problem, a sympathetic
hearing would always be given. You should contact your manager/director.
9. HOURS AND PLACE OF WORK
9.1 Hours of Work
Hours of work are generally 8.30am or 9:00am until 5.00pm or 5:30pm (to be agreed
prior to full time employment) with 1 hour for lunch but can vary depending on
Integra Office Solutions Ltd February 2010 49
location and duties. The Company reserves the right to amend or vary employee's
hours and place of work upon the giving of a reasonable written notice. Top
9.2 Variable Office Working Hours
All the points below are at the discretion of each Departmental Director whose responsibility it
is to ensure there is full cover at all times.
The Office working day is between 8.00am and 6.00pm
All departments must be covered between 8.30am and 5.30pm
Within the above times staff can choose to start at any time between 8.00am and 9.30am
and finish between 4.30pm and 6.00pm. Start and finish times should be based either on
the hour, half hour or quarter hour.
A minimum of 30 minutes is allowed for lunch and a maximum of 1 hour. This can be
taken at an agreed time between 12.00 and 2.00pm, ensuring the department is covered
at all times.
Unless otherwise contracted, the total weekly working time is 37.5 hours
These times must be agreed with the departmental director and once agreed will remain
fixed.
Overtime is as per the current company handbook.
The Office Manager will be responsible for maintaining a record of agreed working hours
for all departments.
9.3 Place of Work
Due to the nature of the business it may be necessary, from time to time, to vary the place of
work, e.g. relocation of premises, working from a member company's premises, and therefore
you may be asked to report to a different site than that which is normally considered your
place of work. Normal working hours will continue to prevail in such circumstances and, as is
normal practice, travelling time is outside working hours. Top
10. HOUSEKEEPING
We all have a responsibility to keep our superb new offices looking as clean, tidy and
professional as possible, so if you do see anything wrong please take it upon yourself to
either put it right or to report it to Meryl for further action.
10.1 Kitchens
Please keep clean and tidy at all times
All tea spoons to be rinsed and put into cutlery tidy on the drainer, not left in the sink.
All dirty crockery and cutlery to be put into dishwashers, not left on the drainer.
10.2 Staff Rest Room
Please keep clean and tidy after use and wipe down tables if dirty.
Magazines to be put back on the shelves provided when finished with.
Integra Office Solutions Ltd February 2010 50
The television and radio to be switched off when finished with. When either of these is on
please keep the staff rest room door closed to avoid disturbing others still working in the
downstairs office. Top
10.3 Eating and Drinking
No hot food to be eaten at desks, this is only to be consumed in the staff rest room.
Sandwiches/snacks are acceptable but if you are taking a break we would encourage you
to use the staff rest room.
All cups/mugs/glasses to be taken in to the kitchens at the end of the day and either put
in the dishwasher or rinsed and left on the drainer Top
10.4 Toilets
Put all hand towels in bins provided, not in the toilets.
10.5 Smoking
Smoking is not permitted anywhere on company premises.
10.6 Cupboards
All cupboards to be kept closed when not in use, especially at the end of the working day. Top
10.7 Desks
All desks must be cleared at the end of the working day and left tidy.
Cables from PCs, printers, etc to be kept tidy and not left trailing where they could cause
a hazard. Cable tidies are available if required.
10.8 Notices, Pictures, etc.
Nothing is to be stuck onto walls, all notices to go onto notice boards or on desk partitioning.
10.9 Boxes
All boxes to be stored in storage areas/cupboards and not left by desks.
10.10 Visitors
It is the responsibility of all staff to look after their visitors. Upon registration the coffee
machine is available for visitors to help themselves and it is the responsibility of whoever
is being visited to offer any other refreshments and to collect the visitor from reception.
All visitors should be seen off the premises when the visit has finished and the visitors
badge returned to reception. Top
In the unlikely event of an emergency evacuation the member of staff being visited is
responsible for ensuring the safe evacuation of their visitor. Top
10.11 Meeting Rooms
If you have a meeting in any of the meeting rooms please ensure it is clear and tidy after
you have finished.
The Board room is not to be used as a thoroughfare between the EOS and
Purchasing/Marketing/Production areas. Please go via the hallway or kitchen. Top
Integra Office Solutions Ltd February 2010 51
10.12 Storage/Archive Rooms
Please keep as tidy as possible. If a box has been emptied please throw it away in the bins
outside.
10.13 Vertical Blinds
Please ensure all blinds are closed at the end of each working day.
10.14 Glass Doors
Please try to avoid pushing on the glass on the reception and staff rest room doors. This
leaves dirty finger marks which have to be cleaned each day. I know they are a bit stiff at the
moment but they will wear in fairly quickly. Top
11. INTOXICANTS
Alcoholic drinks must not be brought onto or consumed on Company premises. Anyone
attending work under the influence of alcohol or drugs will be suspended whilst the situation is
investigated. Top
12. MEETINGS ON COMPANY PREMISES
No meetings, apart from those connected with Company business, shall be held on company
premises without prior written permission from management. Top
13. NOTICES AND POSTERS
Notices must not be posted without the prior permission of management. It is the duty of all
staff to read all notices on the notice boards and to comply with their requirements. Alleged
ignorance to a notice will not be accepted as an excuse for non-compliance. Top
14. OUT OF OFFICE
It is company policy to activate your Out of Office Assistant and divert your telephone to a
colleague who can action your calls when you are holiday or out of the office.
The following script must be used for your Out of Office:-
th
I am currently out of the office until Tuesday 7 November. I will be unable to
respond to your email until my return, alternatively contact Joe Bloggs on 01633
653xxx or AN Other on 01633 653xxx.
When you are holiday you must divert your phone to a colleague for all calls to be
actioned by pressing 60 followed by the extension number you are diverting your
phone to.
Please be aware that out of normal office hours calls to your direct line number will still go
direct to your personal voicemail. Arrangements must be made for your voicemail to be
checked at regular intervals this can be performed by:
Enter 510 on your telephone
When prompted enter the mailbox number you wish to access (eg; 3053)
Enter mailbox password (default password is 1000)
You will now be able to access their messages, if the member of staff who is away is the
only person who can answer the query, or if it‟s a personal call, then do not delete/clear
the message. Top
Integra Office Solutions Ltd February 2010 52
On return from holiday staff need to go into their voicemail and retrieve saved messages
15. OVERTIME
ML2 positions are eligible for overtime however, ML1 positions are not eligible for overtime
only in exceptional circumstances which has to be approved by Departmental Director and
authorised by the Managing Director. SL1 &SL2 positions qualify for overtime, which is paid
for hours worked over and above normal full-time weekly hours. Overtime must first be
authorised by the department Director, as unauthorised overtime would be unpaid. Overtime
rates are conditional on the normal 37.5 hour working week being completed with no
unauthorised absence, including sick absence and unpaid leave.
Any extra hours required to be worked when attending external meetings, exhibitions, visits to
members, etc., are deemed to be normal working hours and as such no extra payment of any
kind is made. Top
15.1 Rates of Overtime
st
Monday - Saturday 1 four hours (in any day) 1 ¼ x Rate, thereafter 1 ½ x Rate,
Sundays/Bank holidays 1 ½ x Rate (For avoidance of doubt, evening work means all work
carried out 30 minutes after normal finishing times). Top
16. PENSION SCHEME
16.1 Eligibility
All employees who have served one year's probation with the company will be invited to join
the Integra Office Solutions Ltd. Group Personal Pension Plan that is a partially funded
arrangement in conjunction with Scottish Widows the insurers and our advisers Lambert
Fenchurch Financial Services Ltd. Top
16.2 Type of Scheme
The scheme is a collection of individual Personal Pension Plans marketed as a Group
Scheme with Integra Office Solutions Ltd. acting as the collector of contributions direct from
payroll. As individual Personal Pension Plans on leaving service with Integra Office Solutions
Ltd. the value of the individual's pension arrangements will remain within the individual's
personal pension plan and become available for: Top
(a) Transfer to another provider
(b) Continuation with employer contributions only on a personal basis
(c) Use in negotiations with a new employer who may wish to continue contributions on your
behalf albeit at different levels
Heath Lambert Group will be available to give individual advice on these matters and explain
the implications of each of the options should you decide to leave Integra Office Solutions Ltd.
Staff Pension Scheme. There contact number is (01245) 293320
The plan is a Money Purchase basis and up to 25% of the value of the fund will be available
as a tax-free cash sum at retirement with the remainder purchasing an annuity. The amounts
of Tax Free Cash and residual amount for annuity purchase are directly attributable to the
investment performance of the individual funds chosen into which contributions are made.
Top
Integra Office Solutions Ltd February 2010 53
Contracting-Out of the State Earnings Related Pension Scheme is on an individual basis via
appropriate Personal Pension Plans and Lambert Fenchurch Financial Services Ltd. will once
again give individual advice on the advantages and disadvantages of this method applicable
to each employee's circumstances. Top
16.3 Contributions
Integra Office Solutions Ltd. have agreed to make a contribution of up to 5% of basic salary
paid directly on a monthly basis to Scottish Widows Assurance, on the condition that the
employee makes a personal contribution of a minimum of 5% of basic salary once again paid
on a monthly basis. If an employee‟s contribution is less than 5%, the Company will match the
same percentage of contributions.
Integra Office Solutions Ltd. reserve the right to suspend their contributions should the
employee fail to continue with their own personal contributions. Each employee will be
advised individually of his/her contribution levels which will be set for a calendar year until the
next salary review, whereby any increase in pension benefits will be fully discussed at this
time. Top
16.4 Collection of Contributions
Integra Office Solutions Ltd. will be responsible for deducting from employee's Net pay the
employee's personal contributions. These contributions are automatically grossed up with the
Inland Revenue providing tax relief direct to the pension provider. If you are a higher rate
taxpayer further tax relief will be gained via your notice of coding in the forthcoming year.
Integra Office Solutions contribution does not form a Tax or National Insurance charge on the
employee and this should be seen as a major benefit to this particular plan. Top
16.5 Maximum Contributions
The maximum contributions that may be paid to a Personal Pension Plan are based on age
and salary and calculated as a maximum percentage of Net Relevant Earnings in any given
Tax Year. When calculating the maximum contributions it should be remembered that
employer, employee, employee's Tax Relief and any relevant Personal Pension Term
Assurance cover premiums are included within the maximum percentages. Percentages of
contributions are dependent on current legislation. For more information please contact the
Finance Director. Top
17. PRIVATE TRADING/SALE OF TICKETS
17.1 Sale of Tickets
No private trading or sale of tickets is allowed on Company premises without prior written
permission from management. Top
17.2 Sale of Products
Written permission must be obtained from management before any product not normally sold
by the Company is brought into the premises or advertised on the premises which sale
benefits an individual rather than the Company.
18. PROBATION
The first three months of your employment is what we call your probationary period. During
this time:
Employment can be terminated by either party at any time during or at the conclusion of
this period by giving the appropriate notice.
Progress will be reviewed on a regular basis.
Integra Office Solutions Ltd February 2010 54
The probationary period may be extended up to a further 3 months at the company‟s
discretion in which case you will be advised accordingly.
If your performance during this period has been satisfactory you will be told and your
employment will continue subject to and the benefits of the terms and conditions of this
employment. Top
19. SALARIES
Members of staff are paid on a monthly basis.
19.1 Method of payment
All staff receive their salaries by direct credit transfer to their nominated bank account.
Payment will be made on the 26th day of the month. Where this date falls at a weekend or
bank holiday payment will be the previous working day.
Monthly paid salaries are expressed in terms of pounds per annum, and each monthly
1
payment represents /12 of the annual salary. Starting salaries are specified on the Staff
Contract of Employment, and salaries are normally reviewed annually in April and any
adjustments notified to members of staff individually. An annual review does not
automatically result in an increase being awarded, as this is a direct result of individual and
company performance. Any queries regarding salary payments should be taken up with your
Manager. Top
19.2 Statement of Payments & Deductions
All staff receive an itemised statement of their pay, showing gross and net pay for the period,
statutory deductions such as Tax and National Insurance and other authorised deductions
such as Pension Scheme contributions.
Adjustments may also be necessary for any overtime payments due, or leave of absence
without pay, deductions for National Insurance benefit claimed etc. Top
19.3 Training
Should you attend a course for which the company has paid and which may result in a
professional qualification and you subsequently leave our employ within 6 months of the
qualification being granted, we will reclaim any fees through deduction in your final salary
payment. The costs shall be the actual costs paid out by the Company such as the course
fees, training materials, travel and subsistence expenses.
These requirements are not applicable to employees whose contract is terminated by the
Company on grounds of redundancy. Top
20. SECURITY
20.1 Company Right to Search
The Company reserves the right to request that employees allow themselves and their
personal belongings/property to be searched by a senior official of the Company. Any such
search will be carried out with courtesy as a routine operation, and would not imply suspicion.
An independent witness may be present when the search is being carried out. Females will
be searched by females and males by males.
Failure to agree to a search would amount to a breach of employee's Contract of Employment
which would be regarded as gross misconduct resulting in disciplinary action according to the
procedure. It is stressed that selection for search does not imply suspicion. Top
Integra Office Solutions Ltd February 2010 55
20.2 Scrap Material & Equipment
Any occurrence of undue scrap must be reported to management immediately, and scrap or
materials of any form must not be disposed of without the prior permission of Management.
Any loss or damage to Company property caused by the actions of an employee will be
regarded as a serious offence and could lead to reimbursement to the Company of any costs
involved and also disciplinary action. Hence, any member of staff who is issued with tools or
equipment by the Company is responsible for such items. Only authorised persons are
allowed to carry out maintenance repairs or adjustments to machinery. Top
20.3 Intellectual Rights
It is part of your duties to consider how the products, services, processes, equipment or
systems of the Company might be improved, promoted and marketed.
Any patent rights expected as a result of work undertaken by you, as part of your work is the
property of the Company. The copyright in any material produced by you relating to your
employment with the Company shall rest with the Company.
You undertake to provide the Company with every assistance in protecting the Company‟s
intellectual property rights. Top
20.4 Personal Property
The Company accepts no liability for loss or damage to personal property, including motor
vehicles, brought by employees onto Company premises.
20.5 Lost Property
Any loss of property or valuables should be reported immediately to the department head.
Any property found should be handed to a Manager/Director. Top
20.6 Security of Information
As an employee of the Company, you have a duty of care to protect confidential information
relating to the Company, its customers, supplier‟s agents and distributors, however stored.
You must not, either during or after the termination of your employment, divulge such
information to unauthorised person(s), except in the course of your duties under the contract
or unless ordered to do so by a court of competent jurisdiction or in accordance with the
Public Interest Disclosure Act 1998.
All information is the property of the Company and any such information in your possession
must be returned to the Company when you leave your employment for whatever reason.
Information would include, although not an exhaustive list: transactions, techniques,
manufacturing processes, company affairs, (including financial, sales, computer systems,
marketing), records, drawings, plans, samples, papers and documents.
A serious breach of confidentiality will be deemed as gross misconduct and may invoke
disciplinary action, up to and including summary dismissal from the Company‟s employment.
Top
20.7 Admittance to Company Premises
Entrance to and from Company premises shall only be by way of the authorised doors and
gates, except in an emergency. Employees are not permitted, except in the course of
Company business, to bring any non-employee on to any part of the Company premises
without the prior approval of a Manager. Top
Integra Office Solutions Ltd February 2010 56
21. STAFF PURCHASE SCHEME
All members of staff are allowed to make purchases through Integra at cost price. The
maximum amount for each member of staff is £1,000 per annum.
Items purchased through the Company are for personal use only for you and any person
living with you or as a gift from you to another person. Under no circumstances MUST any
items be re-sold to any other person(s) or organisations.
A breach of the Staff Purchase Scheme would invoke the Company‟s disciplinary Procedure
up to an including summary dismissal. Top
22. STATUTORY SICK PAY (SSP)
Statutory sick pay is paid by the Employer on behalf of the Government. It is payable once
you have been off sick for four or more working days.
SSP will be treated like wages in that it will be subject to PAYE Income Tax and National
Insurance contributions and it will be paid through the payroll.
The Company will decide, on the basis of the documentary evidence you are asked to
provide, whether or not to pay SSP (see sickness reporting procedure). You will be informed
if the Company decides not to pay and also the reason. Top
The Company may decide to withhold payment of SSP if you have not acted in accordance
with the sickness reporting procedure. You must notify your manager that you will not be
attending work as soon as practically possible and certainly no later than 09.30am on the first
day of absence. You must keep your manager informed regularly about your progress. Top
Once your entitlement to SSP has ended, you will be entitled to claim Incapacity Benefit; and
your claim will be transferred to the local Department of Works & Pensions Office. Top
The Company reserves the right not to pay statutory sick pay where the illness or injury could
be attributable to personal negligence or self-abuse, e.g. sunburn, hangovers, sports injuries.
You must of course be genuinely unable to attend work due to illness or injury. Misuse of the
scheme would result in disciplinary action up to and including summary dismissal.
22.1 Qualifying for SSP
To qualify for a payment of SSP, an employee must meet three requirements:-.
1. There must be a “period of incapacity for work (PIW)”
A PIW is a period of at least four days of incapacity for work, whether or not they
were the employee‟s normal working days;
Two PIWs “link” if there are 56 or fewer days between them;
SSP may only be paid for those days during a PIW that are “qualifying days” i.e.
Monday to Friday;
Qualifying days are those days that you would normally have worked;
The first three qualifying days in any PIW, or series of linked PIWs, are “waiting days”
for which SSP may not be paid.
Integra Office Solutions Ltd February 2010 57
2. You must have average weekly earnings of at least the lower earnings level for National
Insurance purposes (the rate for the currently tax year is available from the Administration
Office)
3. There must be a period of entitlement. Top
22.2 Exclusions from Receiving Statutory Sick Pay
An employee is excluded if he or she:-
(a) Received incapacity benefit or certain other benefits within the previous 8 weeks (56
days);
(b) Has received 28 weeks‟ SSP in the PIW or in a series of linked PIWs;
(c) Is pregnant or has given birth and the maternity pay period has started;
(d) Has been paid SSP during a series of linked PIWs that have lasted for three years. Top
22.3 Company Sickness Benefit Scheme
The Company will continue to pay your basic salary during any properly notified and certified
absence or absences due to sickness not exceeding in aggregate 10 working days in any
period of twelve months. Payment of basic salary beyond 10 days will be at the discretion of
the Chief Executive. Top
22.4 Accidents Outside Work
All sick pay (Company and Statutory) in such circumstances is paid as a loan. Where there is
a possibility of a claim being made against a third party the company would expect you to
recover sick payments from the third party and repay it to the company. You should notify
your manager if such a claim is made. Failure to do so would invoke the disciplinary
procedure up to and including summary dismissal. Top
23. TERMINATION OF EMPLOYMENT
23.1 Notice
During the first 4 weeks of your Probation either you or the Company may terminate your
employment without notice. Thereafter, until the conclusion of your probationary period either
you or the Company may terminate your employment giving the other 1 week‟s notice to that
effect.
After the probationary period employment will continue until terminated by either you or the
Company giving the other notice in writing to that effect.
If you wish to terminate your employment with the Company, you are required to give notice
in accordance with your contract of employment. Top
Should the Company wish to terminate your employment, for reasons other than gross
misconduct, you will be entitled to notice as follows:
Up to and including 4 years‟ continuous service 4 weeks
Thereafter, one week for each full year of continuous service up to a maximum of 12 weeks.
The provisions as to length of service are without prejudice to the Company‟s right to
summarily dismiss any employee for gross misconduct. In cases of gross misconduct no
notice of pay will be due. Top
Integra Office Solutions Ltd February 2010 58
The Company reserves the right to make payment in lieu of notice should it so wish or to
require you to remain away from work during your notice period whichever may be
appropriate. Any payment in lieu of notice will have PAYE Tax and National Insurance
contributions deducted at source.
Where the Company requires you to remain away from work during your notice period
(whether you or the Company gave notice), you will be required to comply with any conditions
laid down by the Company. Whilst on full pay during such time, you will not be permitted to
work for any other employer, including self-employment without the Company's prior written
permission. Top
24. TIME KEEPING
Everyone will appreciate the importance of good time keeping and staff have a responsibility
to maintain a strict observance of working hours and starting and finishing times. Failure to
do so will lead to disciplinary action as stated in the Disciplinary Procedure. Top
25. USE OF COMPANY NAME
The Company name must not be used in connection with any club or organisation or of any
other purpose without the prior written permission of the Directors of the Company. Top
Integra Office Solutions Ltd February 2010 59
