Terms and Conditions Implementation.
Level 1 Managers Briefing – 28 February 2011
Level 1 briefing - Agenda
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Timeline of implementation
Process
Your responsibilities
Employee responsibilities
Data corrections and confirmation
Pre-planning and business continuity
Change freeze
Support and enquiries
Your questions
T&C implementation - timeline
28 February 2011
Level 1 briefing
14 March 2011
Invitation letter to all employees
18 March 2011
Deadline for acceptance form
18 March 2011
Deadline for changes to employee data
7 April 2011
Business continuity planning begins
7 April 2011
New contracts and formal letters issued
30 June 2011
Deadline for acceptance of new contracts
1 July 2011
New terms and conditions begin
Your responsibilities - overview
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Support your staff
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Cascade and distribute information and letters
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Ensure data is correct
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Plan for and maintain business continuity
Invitation letter - process and responsibilities
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Week commencing 7 March cost centre managers will receive a
list with the names of all cost centre employees. This document
will assist with distribution planning and be used to record
employee signatures when letters are distributed.
By 14 March cost centre managers will receive invitation letters
for all staff in their cost centre. These letters must be distributed
to all employees. Letters will contain:
 Outline of new terms and conditions
 Current and new salary information
 Return pre paid envelope
 Acceptance form to be completed and returned to HR/Payroll
Invitation letter - process and responsibilities
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For all known planned leave (maternity, long term sickness) HR
will send the letters direct to employees’ current home address
In the event of unplanned leave or for part-time staff the manager
must decided whether to a) forward the letter to employees’ home
address or b) to hold. This should be dependent on whether
employees expected return date is within 1-2 days
Employees will be expected to complete and return acceptance
forms to HR/Payroll in envelope provided
Data corrections and confirmation
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Employees must report any incorrect details in their letter to cost centre
manager by 18 March (after 18 March, incorrect details may still be
logged, however they may not be reflected on the new contracts)
Cost centre managers will be responsible for alerting HR/Payroll to any
changes to employee data through the online amendment form (link will
be provided)
For changes to name and addresses, employees must also submit a
letter or complete a change of name/address form (available on the
intranet)
By 18 March cost centre managers must complete a confirmation form
stating they have issued all letters and submitted relevant changes (link
will be provided by email)
Invitation letter pre-planning
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Before 14 March Level 1 Managers must have:
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Briefed all cost centre managers in your directorate and
cascade responsibilities
Planned with your cost centre managers how you will cascade
employee letters on 14 March (or within 1-2 days)
Confirmed that you have access to the online confirmation
and amendment forms (links will be provided)
New contracts and acceptance
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7 April - all employees will be issued new contracts direct to home
address
By 30 June all employees must have accepted, signed and
returned new contracts otherwise they will be removed from the
payroll
If they do not formally accept the new terms and conditions their
last working day for the council will be 30 June
Business continuity
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7 April - Level 1 managers will receive a report indicating
numbers of employees who have accepted so far
Weekly reports will then be issued with up to date acceptance
numbers
From 7 April Level 1 managers will be required to start business
continuity planning for employees who do not accept changes
A further briefing is being planned for June. This will include
support for managers on dealing with non-acceptance employees
who attempt to return to work, business continuity and dealing
with potential industrial action.
Payroll change freeze
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A payroll change freeze is now in place – this does exclude
starters leavers and known restructures
This will be in place until August payroll
Support and enquiries
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We understand that this may be a difficult time, but we ask that
you support and encourage employees through the process
We anticipate that there will be many questions. Throughout the
process communications channels will publicise ways to access
information for employees. Updated FAQs will appear on the
website.
From 14 March an extra option will be added to the HR/Payroll
phone number (x7770 Option 6: Changes to terms and conditions
queries)
A new email address will be available for enquiries
terms.conditions@southampton.gov.uk
Support packs
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Cost centre managers will receive email support packs following
this meeting. These will contain:
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Copy of this presentation
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Check list for actions
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Links to HR/Payroll online forms
Your questions
• Any questions?