Underwood Carpenter Employee Handbook - Latest 02 11 16

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In order to ensure transparency when conducting business hospitality, entertainment or giving or receiving gifts, it is essential that accurate, detailed and up to date records are kept. The Company reserves the right to make adverse inferences from a lack of accurate, detailed or up to date records which cannot be adequately explained and furthermore, these inferences may result in disciplinary action being taken (should it be appropriate) after a full investigation has taken place. Inducements As a general rule the Company finds it acceptable for its staff to receive small gifts from grateful clients, suppliers etc. However, the Company does not condone under any circumstances any inducements leading to corruption, bribery or behaviour detrimental to the business or its reputation. Any individual who is given a gift from an existing or potential client, customer, supplier etc. must inform their Line Manager to ensure that an assessment can be made as to the intentions behind the giving of the gift. If the gift has been given with the statement that it is a gesture of goodwill and appreciation and is not of substantial value, the individual may be permitted, at the Company’s discretion to keep the gift or to share it with colleagues. However, if it is felt that the gift may constitute a bribe or there may be a conflict of interest the individual will be asked to return the gift to the sender advising them of the Company’s policy relating to gifts and request that this is respected. If the purpose of the gift is unclear, or there is a suspicion that it has been given with the intention of influencing the Company’s decision in some way and/or there is a conflict of interest and/or it appears to be of excessive value, the individual will be asked to return the gift to the sender advising them of the Company’s policy relating to gifts and request that this is respected. This also applies to gifts and/or services offered indirectly. If an individual is unsure in any way as to what constitutes a gift, please raise this immediately with their Line Manager. For clarity, accepting any form of gift (including a meal/entertainment) : • from a supplier or client following completion of a project may be acceptable • from a supplier who it could be construed is wishing to be considered for a project is not acceptable • from a client who it could be construed is wishing you/the Company to perform duties outside of the agreed scope, is not acceptable Any employee found to have accepted gifts without the appropriate authorisation will be liable to disciplinary action. Deliberate taking of bribes will be treated as an act of gross misconduct. Any third party or sub-contractor acting for the Company found to have accepted gifts without the appropriate authorisation may have their contractual arrangements terminated. Notification of Concerns If you become aware of any conduct which you believe may be in breach of this policy and/or the associated policies and procedures, you should raise your concerns immediately with your manager. Whilst you should report any concerns, in particular the following should be reported: • Any suspected or actual attempts to bribe or provide backhanders; • Any requests for unusual payments and/or cash payments; • Unusual or unsubstantiated expenses; • Failure to follow normal financial practices, such as a lack of appropriate invoices; Employee Handbook Issue Date: November 2016 46
• Business relationships with close family members, personal friends etc; • Business activities in countries or with individuals who have a history of corruption. In line with our Public Interest Disclosure procedure, if you report your concerns in good faith you will be supported and will not be subjected to any detriment as a result of raising your concerns. Failure to raise your concerns will be considered a breach of trust and dealt with under the disciplinary procedure. Should any employee raise concerns which are subsequently found to be in any way malicious this will be dealt with under the Company’s disciplinary process and may be treated as an act of gross misconduct. Data Protection Information is kept about employees for legal purposes (such as for payroll), for administration purposes and for the purposes of day-to-day people-management. The Company does not intentionally keep records such as old addresses. Only authorised individuals and those responsible for payroll have access to individual records. Employees should therefore be aware that the Company will hold on file, for example: • Interview notes and references received • Contracts • Performance review forms and associated documents • Disciplinary records and all file notes relating to the management of the employee • Medical certificates, self-certificates, fit notes and medical questionnaires • Other information covering periods of absence, training records and any other material as is considered appropriate by the Data Controller The Data Protection Act 1998 allows employees to have access to some of the information stored about them. Employees can ask for access to their own personal details held on computer or held manually. ’Whistle Blowing’ Procedure Reporting Procedure If you believe that any breach of the Company’s rules or other malpractice may have taken place, or is likely to occur in the future, you are encouraged to report your suspicions to your Manager so that the matter may be investigated and appropriate action taken. If you feel unable to report the matter, you should speak to another appropriate senior member. 1. You can report your suspicions verbally or in writing and you should try to provide as much information as possible. 2. A Director will arrange to have a meeting with you to discuss your suspicions in detail. This is to enable how best to proceed. A colleague of your choice may accompany you if you so wish. 3. If the matter requires further investigation such an investigation will be carried out and you will be informed of the outcome of the investigations and what, if any, action has been taken. 4. At all times during and after the investigation, your identity will be kept confidential, unless you agree otherwise in order to further any investigation Implementation of the Policy Staff have a duty to report known breaches of the Company’s rules or illegal practices. Employee Handbook Issue Date: November 2016 47
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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 17 and 18: • The mother/primary adopter must
Page 19 and 20: SPLIT (Shared Parental Leave in Tou
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Page 25 and 26: Right to be Accompanied You have th
Page 27 and 28: Gross Misconduct There are certain
Page 29 and 30: agreement that mediation could add
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Page 39 and 40: C. Consideration of Suitable Altern
Page 41 and 42: • Users should not leave their la
Page 43 and 44: You should remember that whether yo
Page 45: 4 Bribery and Disclosure • Anti-B
Page 49 and 50: The Company reserves the right to p

Underwood Carpenter Employee Handbook - Latest 02 11 16

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