Underwood Carpenter Employee Handbook - Latest 02 11 16

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Timesheets must be submitted on a weekly basis. The My Space system will not accept expenses/mileage submissions if your timesheets for the period are not on the system. Expenses and Mileage Claims You are responsible for making expense claims and to select available expense options in such a way as to minimise costs to the Company and/or it’s clients. Business expenses will only be reimbursed where they are incurred wholly, necessarily and exclusively in the course of carrying out your duties as instructed by the Company. Failure to abide by the laid down expenses policy will result in reimbursement being declined. Expense Claims Procedure Business expense claims must comply with the rules set out in this policy in accordance with the following process: • The first step in the claims process is to submit your expenses and mileage claims on to My Space. This must be no later than the 10 th of the month following the end of the calendar month in which expenses are incurred. • Claims must be supported by original receipts, and petrol receipts if mileage is claimed. Your receipts should arrive in the office along with a hardcopy of your My Space expenses and mileage claim listing as soon as possible after submission of your claim. • Receipts must show the supplier’s VAT number if VAT has been charged. They must also be full itemised receipts, ie debit/credit card receipts provide confirmation of a payment only and are therefore not accepted as they cannot be verified as relating to a business purchase. If full itemised receipts are not submitted to support your claim, the Company reserves the right to decline reimbursement. • Expenses will not be reimbursed if submitted more than 3 months after the date they were incurred or otherwise no later than the last day of employment. • Expense claims will be reimbursed, usually within 5 working days following the 10 th of the month. • Failure to submit expenses on time and / or submission of inaccurate / incomplete claims will be subject to delay in reimbursement. Use of Own Vehicle Travel • Business mileage will be reimbursed at the agreed rate which can be found on My Space. • Any car parking charges incurred through Company business will be reimbursed against supporting receipts. • Fines such as (but not limited to) parking or motoring fines are the responsibility of the individual and will not be reimbursed by the Company for any reason whatsoever. • It is your responsibility to ensure that your insurance policy includes business use and an indemnity to the employer clause. Refer to Driving on Company Business above for further information on use of your own vehicle. • You must select the most cost effective mode of transport. If train travel or air travel is required they should be booked in the most cost effective way available, eg. booked in advance, off-peak etc. Taxi’s should only be used in exceptional circumstances where there is no other mode of transport to reach your destination. • If it is for long distance travel you should contact Office Manager so that she can make the necessary arrangements for you. • Employee Handbook Issue Date: November 2016 32
Hotels Meals • The Company has accounts with Travel Lodge, Premier Inn and Laterooms to assist with administration. You should send your request to Office Manager along with approval from your Line Manager so that she may make the necessary booking for you. • If it is more convenient to make the arrangements yourself and you are able to secure accommodation within the standard rate of £45-£65 per night, then you may reclaim this through the expense claim system. If you are unable to secure accommodation within this standard rate, you should not book and reclaim through the expenses system. Your request should be sent to Office Manager. All claims for hotel accommodation, however booked must be accompanied by approval from your Line Manager. • Reasonable food allowance expenses when travelling OR on extended trips away from home are reimbursed. Including for Company business meetings. The limit covered by the company is: • Subsistence day travel: up to £6.00 / day • Hotel stays: up to £15.00 / overnight stay Holidays All claims must be supported by detailed VAT receipts. Holidays may be taken at any time or times subject to adequate notice being given in line with the holiday request procedures and provided that such times are reasonably in line with the operational requirements of the business. The company reserves the right to refuse or postpone periods of leave if the holiday request procedures have not been followed and/or the Company is unable to accommodate the period of leave requested. Staff are encouraged to take their holiday in proportion to the calendar year and you should be aware that except with the express permission of a Director, holidays cannot be carried over from one year to the next. Therefore, unless exceptional circumstances have prevented holiday from being taken in the correct holiday year, such as long term ill health or maternity leave, holiday that remains untaken at the end of a holiday year will be deemed to have been waived. The office is closed on the last working day before Christmas Day and reopens on the first working day after New Year’s Day each year. Three days’ holiday will be deducted from your annual holiday allowance to cover this period. If holiday is taken without appropriate authorisation, the Company reserves the right to treat any time off as unpaid leave or unauthorised absence, and this may lead to disciplinary action. Should more than 5 days be taken without authorisation, this will be considered to be an act of gross misconduct. Holiday Accrual The holiday year runs from 1 January and 31 December. Holidays are accrued based on the employee’s holiday entitlement for every completed month of employment per annum or pro rata for part time employees. All employees begin to accrue holiday entitlement from the commencement of employment; Holiday will not usually be approved unless the employee has accrued sufficient entitlement for the holiday year, at the discretion of a Director. Employees are encouraged to book their holiday in proportion to the accrued holiday year, subject to business needs and management approval. Employee Handbook Issue Date: November 2016 33
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Page 7 and 8: Section 1 This section covers non-c
Page 9 and 10: Eye Sight Tests for Display Screen
Page 11 and 12: Employees must remember that everyo
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Page 27 and 28: Gross Misconduct There are certain
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Underwood Carpenter Employee Handbook - Latest 02 11 16

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