Flexible Working, Reward and Recognition Policy
May 2015
Contents
Chapter
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0
9.0
10.0
11.0
12.0
13.0
14.0
15.0
16.0
17.0
18.0
19.0
20.0
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22.0
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25.0
26.0
27.0
28.0
29.0
30.0
31.0
32.0
Page
Policy statement
Introduction
Flexible Working
Maternity leave
Paternity leave
Shared Parental Leave
Adoption leave
Parental leave
Grandparent leave
Time off for dependents
Compassionate leave
Part-time working and requests for flexible working
Flexible working hours
Time off in lieu scheme
Annualised hours
Compressed hours
Working from home
Retirement age
Career (or ‘sabbatical’) break
Short-notice annual leave days (or ‘duvet days’)
Time off for volunteering
Keep in touch days
Childcare Vouchers
Workplace Nursery Salary Exchange Scheme
Additional Annual Leave/Incremental
Cycle to Work Scheme
Private Health Care
Staff Discounts
Pension Schemes
Length of Service
Birthday & Christmas
GEM (Go the Extra Mile) Award
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Appendices
A1
A2
A3
Application for maternity leave form
Application for adoption leave form
Application for shared parental leave form
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Noted by: Director Group
Approved by: Board of Trustees
In: April 2015
In: May 2015
Manager responsible for implementation: Human Resources Manager
Manager responsible for interpretation: Chief Executive
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1.0
2.0
3.0
4.0
Policy statement
1.1
Kent Union is committed to being an excellent employer; the Union recognises that in order
to be a highly successful organisation the Union must be an employer of choice with high
calibre and well-motivated staff. Integral to this goal is ensuring that Kent Union is a flexible
employer.
1.2
Kent Union recognises that staff are its greatest asset and that achieving its goals is
dependent upon its staff. Kent Union also acknowledges that it has a social and moral
responsibility to its staff, to ensure their health, welfare and happiness.
1.3
This policy allows staff to pick and choose different options to suit their circumstances. This
document details the flexible benefits, such as childcare vouchers, additional annual leave, a
range of pensions and a range of flexible working, which includes grandparent leave and
duvet days.
1.4
The Flexible, Reward and Recognition Policy only applies to staff on Kent Union’s Terms and
Conditions of Employment. Information and advice on any aspects of the policy is available
from the Union’s Human Resources Department (01227 824220).
1.5
Kent Union reserves the right to amend this policy from time to time. This policy is not
contractual and does not form part of Kent Union’s terms and conditions of employment.
Introduction
2.1
Kent Union’s reward package must reflect the needs of people working in the modern-day,
who are increasingly juggling busy lives and trying to balance their work and home lives. The
reward package must both attract high-calibre staff and retain existing staff, ensuring they
feel valued, recognised and motivated during their time with Kent Union.
2.2
This document outlines policies, systems and schemes that Kent Union has adopted to
achieve the policy statement above. The document details how Kent Union will meet
statutory requirements, for example those covering maternity benefits, and how Kent Union
goes beyond legal obligations to implement flexible working conditions.
2.3
The Union will endeavour to meet the needs and desires of its employees, and flexibility will
always be considered as long as these do not compromise the goals of the organisation.
Flexible Working
3.1
This policy is intended to provide a range of options from which employees and their line
managers can choose an appropriate way of working that suits the individual and the needs
of Kent Union. Not all of the options will be applicable or possible for every employee,
depending upon the circumstances of their job.
3.2
This document is an organic policy that will be added to and revised in light of legislation, the
changing nature of employment and feedback from employees.
Time off for ante-natal appointments
4.1
4.2
This policy outlines the statutory right to take time off to attend antenatal appointments.
If you are pregnant you may take paid time off during working hours for antenatal
appointments. You should try to give us as much notice as possible of the appointment.
3
Unless it is your first appointment, we may ask to see a certificate confirming your pregnancy
and an appointment card.
4.3
(a)
you are the baby's father;
(b)
you are the pregnant woman's spouse, civil partner or are living with her in an enduring
family relationship and she is not your sister, mother, grandmother, aunt or niece; or
(c)
she has undergone assisted conception and at that time you were her wife or civil partner
or gave the required legal notices to be treated in law as the second female parent; or
(d)
you are one of the intended parents in a surrogacy arrangement and expect to obtain a
parental order in respect of the child.
4.4
5.0
You may take time off to accompany a pregnant woman to an antenatal appointment if you
have a "qualifying relationship" with the woman or the child. This means that either:
Please give us as much notice of the appointment as possible. You must provide us with a
signed statement providing the date and time of the appointment and confirming:
(e)
that you meet one of the eligibility criteria in paragraph 4.3;
(f)
that the purpose of the time off is to accompany the pregnant woman to an antenatal
appointment; and
(g)
that the appointment has been made on the advice of a registered medical practitioner,
registered midwife or registered nurse.
4.5
You may take time off to accompany a pregnant woman to up to two antenatal appointments
in relation to each pregnancy. Time off to attend these appointments is unpaid.
4.6
If you wish to take time off to attend further antenatal appointments you should request
annual leave.
4.7
For our Time off for Adoption Appointments Policy please contact the HR Department.
Maternity leave
5.1
Kent Union is committed to supporting female employees during pregnancy and after the
birth of their child. This section outlines the rights, entitlements and obligations of
employees who become pregnant.
5.2
All employees, regardless of the hours worked and length of service, have the following
rights:
5.2.1
To maternity leave – staff are entitled to 52 weeks’ maternity leave.
5.2.2
To return to work in the same or similar job if the old job no longer exists.
5.2.3
To protection against dismissal for reasons wholly or partly relating to pregnancy.
5.2.4
To time off for antenatal care on production of evidence of appointments.
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5.3
Maternity leave does not count as a break in service; whilst on maternity leave the employee
is entitled to full contractual benefits, excluding remuneration, for the maternity leave
period.
5.4
It is unlawful for the employee to return to work within the two weeks following the baby’s
birth.
5.5
To be eligible for Statutory Maternity Pay (SMP) the employee needs to satisfy the following
criteria:
5.5.1
To have been employed by Kent Union for at least 26 weeks continuing into the 15th
week before the expected week of childbirth (EWC).
5.5.2
To be earning at least the Lower Earnings Limit for National Insurance Contributions.
5.5.3
To be still pregnant at the 11th week before the EWC.
5.5.4
To have stopped work wholly or partly because of pregnancy or confinement.
5.6
In circumstances where an employee is not entitled to receive SMP they may be entitled to
Maternity Allowance, which is paid directly by the Benefits Agency.
5.7
All employees who are eligible to receive SMP and who have more than 52 weeks’ continuous
service with Kent Union continuing into the 15th week before the EWC will be paid for 16
weeks at full pay and 23 weeks at half pay (unless this is lower than statutory payment);
payments are subject to normal deductions and will be made through the payroll on usual
paydays. The employee may take up to a further 13 weeks unpaid maternity leave.
5.8
If the employee has more than 26 weeks’ but less than 52 weeks’ service with Kent Union at
her 15th week before her EWC then, if entitled, she will receive Statutory Maternity Pay.
Leave may be taken at any time from 11 weeks before the EWC and up to 52 weeks after the
birth of the child.
5.9
An employee wishing to exercise her right to maternity leave must:
5.9.1
Notify Kent Union in writing that she is pregnant by completing the Application for
Maternity Leave Form (appendix A1). The completed form must be given to the
employee’s line manager and copied to the Human Resource Manager no later than
15 weeks’ before the EWC in order to qualify for maternity pay.
5.9.2
The employee must also complete the section of the Application for Maternity Leave
Form to indicate when she intends her maternity leave to commence and where
applicable when she intends to return to work. Once notification is given, the
maternity leave must begin on that date.
5.9.3
The Application for Maternity Leave Form must be accompanied by a medical
certificate (form MAT B1 usually available from your midwife) to verify pregnancy
and EWC.
5.9.4
The maternity leave period may begin any time after the 11th week before the EWC.
However, if the employee is absent wholly or mainly due to pregnancy after the 6 th
week before the EWC then the maternity leave period is automatically triggered.
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6.0
6.0
5.10
In the tragic event of still-birth, the employee is still entitled to SMP if the child is born after
the 16th week before the EWC.
5.11
If the baby is born after the EWC the SMP is not affected. For the purpose of calculating the
return to work date, the actual week of birth will be used.
5.12
When the line manager has received written notification of pregnancy they will conduct a
risk assessment to ensure that there is nothing in the workplace that presents a risk to the
employee’s health or that of their unborn child.
5.13
Kent Union will write to the employee 28 days before the end of the maternity leave to
confirm the intended date of return. If the employee wishes to return to work before her
intended return date, she must write to the Human Resources Manager giving 8 weeks’
notice.
5.14
If the employee has received contractual maternity pay and fails to return to work, or
continue in employment for at least 3 months following her maternity leave, Kent Union has
the right to reclaim the whole or part of the non-statutory element of the contractual
maternity pay (this is not applicable if the employee is absent through sickness following her
return to work).
5.15
An employee undertaking IVF treatment will be able to take reasonable time off work to
attend clinics and receive treatment.
Paternity leave
6.1
Kent Union recognises that the birth of a child is an important time for both parents and
therefore goes beyond statutory requirements by offering employees up to 20 working days’
paternity leave at full pay, after their wife, partner or civil partner has given birth.
6.2
Employees must (normally) give at least 28 days’ notice of the anticipated dates of
paternity leave. Notice should be in writing to the employee’s line manager and copied to
the Human Resources Administration.
6.3
In order to qualify for paid paternity leave, an employee must have at least 52 weeks’
continuous service ending with the week immediately preceding the 14th week before the
expected week of childbirth (EWC). If the employee has less than 52 weeks’ service, they are
entitled to 10 days’ paternity leave paid at the statutory level (as long as they are eligible for
Statutory Paternity Pay).
6.4
The employee should agree with their line manager how and when the paternity leave will
be taken; the leave should be taken within two years’ after the child is born.
6.5
To qualify for paternity leave the employee must have or expect to have responsibility for
the child’s upbringing.
Shared Parental Leave
6.0
Shared parental leave (SPL) is a form of leave that may be available if a child is expected to
be born on or after 5 April 2015. It gives the employee and their partner more flexibility in
how to share the care of the child within the first year after the birth.
6.1
This policy is intended to give a broad overview of SPL so do contact the HR department for
further information.
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6.2
You are entitled to SPL in relation to the birth of a child if:
(a) You are the child’s mother, and share the main responsibilities for the care of the child
with the child’s father or with your partner.
(b) You are the child’s father and share the main responsibility for the care of the child with
the child’s mother; or
(c) You are the mothers partner and share the main responsibilities for the care of the
child with the mother (where the child father does not share the main responsibility
with the mother)
6.3
The following conditions must also be fulfilled:
(a) You must have at least 26 weeks continuous employment with us by the end of the
Qualifying Week, and still be employed by us in the week before the leave is taken;
(b) The other parent must have worked (in an employed or self-employed capacity) in at
least 26 of the 66 weeks before the EWC and had average weekly earnings of at least
£30 during 13 of those weeks
(c) You and the other parent must give the necessary statutory notices and declarations,
including notice to end any maternity leave, statutory maternity pay (SMP) or
maternity allowance (MA) periods
6.4
The total amount of SPL available is 52 weeks, less the weeks spent by the child’s mother
on maternity leave (or the weeks in which the mother has been in receipt of SMP or MA if
she is not entitled to maternity leave).
6.5
Any request for shared parental leave must be submitted no later than eight weeks
before the date the employee intends the SPL to start, a written opt-in notice must be
provided giving specific information, and (full details can be obtained from the HR
Department).
6.6
If an employee wishes to end their maternity leave and opt into the SPL scheme, they
must give eight weeks’ written notice to end their maternity leave before they can take
SPL known as a ‘curtailment notice’ and at the same time as the curtailment notice, a
notice to opt into the SPL scheme. Notice can be given before or after the birth, but the
maternity leave cannot end until at least two weeks after the birth.
6.7
If requested certain information must be provided to Kent Union, including a copy of the
birth certificate; and
6.8
The name and address of the other parent’s employer (or a declaration that they have no
employer)
6.9
When an employee has opted into the SPL system, leave must be booked by giving us a
period of leave notice. This may be given at the same time as the op-in notice or later,
provided it is at least eight weeks before the start of the SPL. In general, a period of leave
notice will set out a single continuous block of leave. We may be able to consider a period
of leave notice where the SPL is split into shorter periods with periods of work in between.
The blocks of leave should be at least one week, and no more than three separate blocks of
SPL.
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7.0
8.0
6.10
Employees can cancel a period of leave by notifying us in writing at least eight weeks before
the start date in the period of leave notice. Employees can change the start date for a
period of leave by notifying Kent Union in writing at least eight weeks before the original
start date and the new start date.
6.11
Your terms and conditions of employment remain in force during SPL, except for the terms
relating to pay. You may be able to claim Statutory Shared Parental Pay (SHPP) of up to 39
weeks (less any weeks of SMP or MA claimed by you or your partner) if you have at least 26
weeks’ continuous employment with us at the end of the qualifying week and your average
earnings are not less than the lower earnings limit set by the government each year. You
may also be entitled to an enhanced Shared Parental Pay of 14 weeks at half pay, (unless
this is lower than statutory payment) and the remaining 23 weeks at statutory pay.
6.12
Employees are normally entitled to return to work in the position held before starting SPL
and on the same terms of employment. However if it is not reasonably practicable for us to
allow you to return into the same position, we may give you another suitable and
appropriate job on terms and conditions that are not less favourable but only where the
employee’s SPL and any maternity or paternity leave taken adds up to more than 26 weeks
in total; or if SPL was taken consecutively with more than 4 weeks’ ordinary parental leave.
6.13
Both parents will be required to “self-certify” by each providing details of their eligibility to
their employer. Employers and HM Revenue and Customs will both be able to carry out
further checks of entitlement if necessary.
Adoption leave
7.1
Kent Union recognises that parents adopting a child need time together with their new
child to bond as a family.
7.2
The conditions for adoption leave and pay shall be the same as those for Maternity, Paternity
and Shared Parental Leave (Adoption) and will apply for the adoption of any child up to the
age of 18.
7.3
The time of the placement of a child with the employee will be treated in the same way as
the EWC (see above).
7.4
Employees who are adopting are requested to give 28 days’ notice in writing to their line
manager of their intention to take adoption leave by completing the Application for Adoption
Leave Form (see appendix A2).
7.5
Please contact the HR department for further details.
Parental leave
8.1
Kent Union believes that parents should have the flexibility to be able to spend additional
time with their young children. The Employment Relations Act 1996 requires employers to
offer employees 18 weeks’ unpaid leave taken before each child’s 5th birthday or for each
child who qualifies for Disability allowance up to the child's 18th birthday, and for each
adopted child up to 18th birthday, or the 5th anniversary of their adoption, whichever comes
first.
8.2
Kent Union will allow parents (including adoptive parents) to take up to 26 weeks’ unpaid
leave for each child, to be taken before the child’s 5th birthday.
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9.0
10.0
8.3
Parents of children with a disability will be able to take up to 30 weeks’ unpaid leave for each
child, to be taken before the child’s 18th birthday. In such cases the employee must provide
proof to Kent Union that their child is in receipt of disability living allowance.
8.4
To qualify for parental leave the employee must have a minimum of 12 months’ continuous
service with Kent Union.
8.5
A request for parental leave should be made in writing to the employee’s line manager and
copied to the Human Resource Manager. When and how parental leave is taken should be
agreed with the employee’s line manager; it should normally be taken in blocks of at least
one week and at least 21 days’ notice must be given.
8.6
Kent Union reserves the right to postpone any period of parental leave if it considers that the
operation of the organisation would be substantially prejudiced if the employee took leave
at a specific time. Kent Union will however ensure that the employee is able to take their
leave within six months of the original date. If Kent Union has to postpone a period of
parental leave it will respond to the employee stating the reasons for the postponement
within five working days of receiving the request to take parental leave.
Grandparent leave
9.1
An employee who becomes a grandparent is eligible to 3 days’ paid leave to enable them to
support their children around the birth (or adoption) of a grandchild. The employee may also
take 7 days’ unpaid leave on top of their paid entitlement.
9.2
Any requests for grandparent leave should be made in writing to the employee’s line
manager, copied to the Human Resource Manager, and giving at least 14 days’ notice of the
requested date. The employee and line manager must agree how and when the leave is to
be taken.
9.3
Grandparent leave should normally be taken before the grandchild is 12 months’ old.
Time Off for Dependents
10.1
The law recognises that there may be occasions when you need to take time off work to deal
with unexpected events involving one of your dependants. This time off for dependant’s
policy gives all employees the right to take a reasonable amount of unpaid time off work to
deal with certain situations affecting their dependants.
10.2
Kent Union is committed to ensuring that all employees are able to take a reasonable amount
of time off during working hours in the following circumstances:
10.2.1 To provide assistance when a dependent falls seriously ill, gives birth or is injured or
assaulted.
10.2.2 To make arrangements for the provision of care for a dependent who is seriously ill
or injured.
10.2.3 In the event of the death of a dependent.
10.2.4 Because of the unexpected disruption or termination of arrangements for the care
of a dependent.
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10.2.5 To deal with an incident, which involves a child of the employee and which occurs
during a time when they would normally be at school.
10.2.6 Other exceptional circumstances or emergencies, at the discretion of Kent Union
10.3
For the purposes of this policy Kent Union defines a “dependent” as:




a partner/spouse
a child
a parent
a person who lives in the same household as the employee including relatives but who is
not an employee or lodger
 any person who reasonably depends on the employee for assistance such as an elderly
neighbour
10.4
This policy applies to time off to take action which is necessary because of an immediate or
unexpected crisis. Whether action is considered necessary will depend on the circumstances,
including nature of the problem, the closeness of the relationship between you and the
dependant, and whether anyone else is available to assist. Action is unlikely to be considered
necessary if you knew of a problem in advance but did not try to make alternative care
arrangements.
10.5
You will only be entitled to time off under this policy if, as soon as is reasonably practicable,
you tell your line manager:
10.5.1 the reason for your absence; and
10.5.2 how long you expect to be away from work.
10.6
11.0
12.1
If you fail to notify as set out above, you may be subject to disciplinary proceedings under
our Disciplinary Procedure for taking unauthorised time off.
Compassionate leave
11.1
Kent Union recognises the needs of its employees to take reasonable time off to deal with
family emergencies (including bereavements) that may not be covered by any other parts of
the policy.
11.2
Compassionate leave will be paid as full pay normally for no more than 5 working days’ per
annum; any further days’ leave will be unpaid. Employees should give their line manager
reasonable notice of the need for leave, as is practicable. Confirmation must be sought from
the Human Resources Manager, or Director Group as to the amount of paid leave that can
be taken.
Part-time working and requests for flexible working
12.1
Kent Union will deal with flexible working requests in a reasonable manner and within a
reasonable time. In any event the time between making a request and notifying you of a final
decision (including the outcome of any appeal) will be less than three months unless we have
agreed a longer period with you. All employees will have a right to request flexible working
provided they have worked for Kent Union continuously for 26 weeks at the date the request
is made and provided also that they have not made a flexible working request during the last
12 months (even if the request was withdrawn by the employee).
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12.2
A flexible working request under this policy means a request to do any or all of the following:
(a) to reduce or vary the employee’s working hours; (b) to reduce or vary the days the
employee works; (c) to work from a different location (for example, from home).
12.3
An employee’s flexible working request should be submitted to the Human Resources
Department in writing and dated. It should:
(a) state that it is a flexible working request;
(b) explain the change being requested and propose a start date;
(c) identify the impact the change would have on Kent Union and
how that might be dealt with;
(d) state whether you have made any previous flexible working
requests.
11.0
A meeting with the Director of People will be arranged at a convenient time and place to
discuss the request. The employee may be accompanied at the meeting by a colleague of
their choice. The colleague will be entitled to speak and confer privately with the employee,
but may not answer questions on the employee’s behalf.
11.1
The Director of People may decide to grant the employee’s request in full without a meeting,
in which case the Human Resources Manager will write to the employee with the decision.
11.2
Kent Union will inform the employee in writing of Kent Union’s decision as soon as possible
after the meeting.
11.3
If the employee’s request is accepted, Kent Union will write to the employee with details of
the new working arrangements and the date on which they will commence. The employee
will be asked to sign and return a copy of the letter.
11.4
Unless otherwise agreed, changes to the employee’s terms of employment will be
permanent. However, we may suggest an initial trial period.
11.5
Kent Union may reject an employee’s request for one or more of the following business
reasons:
(a) the burden of additional costs;
(b) detrimental effect on ability to meet customer demand;
(c) inability to reorganise work among existing staff;
(d) inability to recruit additional staff;
(e) detrimental impact on quality;
(f) detrimental impact on performance;
(g) insufficiency of work during the periods that the employee proposes to
work; or
(h) planned changes.
11.6
If Kent Union is unable to agree to the employee’s request, we will write to tell the employee
which of those reasons applies and why. We will also set out the appeal procedure
11.7
The employee may appeal in writing to the Chief Executive within 14 days of receiving the
written decision.
11.8
The appeal must be dated and must set out the grounds on which the employee is appealing.
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11.9
Kent Union will hold a meeting with the employee to discuss the appeal. The employee may
bring a colleague to the meeting.
11.10 Kent Union will tell the employee in writing of its final decision as soon as possible after the
appeal meeting, including reasons. There is no further right of appeal.
12.0
Flexible working hours
12.1
Kent Union is committed to offering flexible working hours (or flexi-time), within certain
boundaries, where these are commensurate with the organisation’s needs. The flexi-time
scheme allows employees to be flexible about when they start and finish work, but is not
designed for employees to accumulate additional days off.
12.2
Some employees may be unable to operate flexible working hours, for example, if they work
shifts or where there is a need for the employee to offer a service to customers during a
particular time (e.g. Reception staff). Ultimately an employee’s manager will decide what
hours an employee should work.
12.3
‘Flexible working hours’ means that an employee chooses the hours that they work, in
agreement with their line manager, with the following limitations:
12.3.1 (Most) employees must work ‘core hours’ of 10am – 4pm (with an unpaid lunch
break of up to 2 hours between 12 and 2).
12.3.2 Employees cannot opt out of having a lunch break or ‘save’ their breaks until the end
of the day and leave early as this will mean it is not a “rest” break. The minimum
lunch break that an employee must take is 30 minutes. Whether or not an employee
takes the 30 minutes, it must be counted as having been taken.
12.3.3 Hours should (normally) be worked between 8.00am and 6.00pm.
Case study – flexible working hours
Sarah works in the Student Activities Department, based in Canterbury; she travels into work
from Maidstone and finds the commute to work problematic. She talks to her line manager
about the possibility of coming into work later in the day, so that she misses rush hour and
doesn’t have to get up so early, and finishing later in the evening. Sarah’s line manager agrees
to the request, particularly as it ties in with the Union’s desire to extend opening hours beyond
5pm. Sarah and her line manager therefore agree that she will start work at 10am and finish at
6pm, Monday – Friday.
13.0
Time off in lieu scheme
13.1
Kent Union is committed to ensuring that its employees do not have to work excessive hours.
Where particularly busy times of year, such as Freshers’ Week and the Summer Ball, serve to
make this difficult a time off in lieu (TOIL) scheme operates.
13.2
If an employee is requested by their line manager to work additional hours and the employee
is happy to do so, the line manager will record these additional hours as lieu time on the
employee’s Annual Leave form and the employee should be allowed to take this time at a
mutually convenient time.
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14.0
15.0
13.3
It is not the purpose or intention of the TOIL scheme to allow staff to build up additional
annual leave.
13.4
Kent Union is not able to offer financial reimbursement to employees for any additional hours
worked.
Annualised hours
14.1
An ‘Annualised Hours’ contract differs from a ‘normal’ contract in that it does not detail the
employee’s normal work pattern. Rather, the work pattern reflects the changing needs of
the organisation over the period of a year. For example, an employee may work 45 hours
per week for 33 weeks of the year and have the rest of the year ‘off’. The employee’s pay is
not affected by the work pattern and is still (normally) paid in 12 equal instalments.
14.2
Most of Kent Union’s business is conducted during the 31 weeks of term-time; this is
particularly true for the Licensed Trade Department. For the other 21 weeks the Union does
not need all its ‘career’ staff to be at work. Annualised hours contracts therefore make good
sense for the Union and are often attractive to employees, offering them the opportunity to
take most of the summer holiday off as paid leave.
Compressed hours
15.1
Compressed hours involves an employee ‘compressing’ their working hours into a shorter
number of days; for example, this could involve compressing a 35-hour working week into 4
½ or 4 days. This has obvious advantages to employees, who benefit from a longer weekend,
but can also work well for Kent Union, for instance by facilitating extended opening hours.
15.2
Compressed hours may be used for part or all of the year, for example, they may only be
suited for term-time, or for the summer vacation. Compressed hours may also work over any
of the days of the week, and not necessarily Monday-Thursday or Tuesday-Friday. Days off
for holiday or sickness must be taken as 7 hours. No more than 9.5 hours (excluding lunch)
may be allocated as part of compressed hours worked within one day. If more than one day
per week is taken as holiday or due to sickness, then the employee will not be able to take
their compressed day off during that week.
15.3
With all flexible working the Union will consider all requests on a case-by-case basis. Staff
working compressed, annualised or flexible hours will discuss regularly with their line
manager to ensure that both they and the organisation are continuing to benefit from the
flexibility. The employee may at any time be asked to revert back to their previous contracted
working pattern.
15.4
An employee wishing to move to compressed hours should discuss the option with their line
manager. If the line manager agrees, the manager and the employee should agree the new
working days and working hours and the duration that the compressed hours can be worked;
the line manager should also inform the Human Resource Manager about the changes to
working hours.
Case study – compressed hours
Mark is a Student Advisor working in the Mandela Building in Canterbury; he is keen to have a
longer weekend and is willing to work longer days in exchange. Kent Union wants to extend
the opening hours of its Advice Centre, following research into the needs of its clients. Mark
and his line manager discuss the possibility of him moving to compressed hours and agree
that Mark will move to a 4-day working week; this involves Mark working Monday, Tuesday,
Wednesday and Thursday, 8.15am-6pm 13
each day, with an hour lunch break. Mark and his line
manager agree that this working pattern is suitable for term-time only; during vacation time,
Mark reverts to a ‘normal’ working pattern. This enables Kent Union to extend the opening
hours of the Advice Centre until 6pm.
16.0
17.0
18.0
Working from home
16.1
Kent Union recognises that on occasion employees may find that they are more productive
if they work at home, away from distractions and interruptions and avoiding a tiring
commute into the office. Similarly, working from home gives people greater flexibility and
control over their lives.
16.2
Kent Union therefore allows employees to work from home on an occasional basis, with the
agreement of their line manager. Obviously, some employees must be at work in order to
fulfil their function, for example, staff working behind bars, in receptions or behind tills in
the shop; such employees will not normally be able to work from home.
16.3
The opportunity to work from home must be agreed in advance with an employee’s line
manager. The employee and manager will agree specific targets that must be completed
during the day at home.
16.4
Before an employee may work from home, the Union must conduct a risk assessment of their
home-working environment. Further information about this is contained in the Union’s
Health and Safety Policy.
Retirement age
17.1
Kent Union does not have a set retirement age; Kent Union believes that age is not a
determinant of whether an employee can work effectively, nor of whether an employee will
want to cease working. Therefore, Kent Union will treat each individual’s retirement on a
case-by-case basis.
17.2
Employees are encouraged to advise Kent Union if they are considering retirement at any
point. If an employee is considering retirement, as much notification of their proposed
retirement date would be appreciated to ensure we can provide all necessary advice and
support and to give us time to consider requirements in respect of re-organisation of work,
recruitment and succession. Employees could also consider a phased retirement by working
flexibly.
17.3
Employees should consult the Human Resource Department and/or their pension provider
to discuss any implications for pensions.
Career (or ‘Sabbatical’) break
18.1
Kent Union recognises that some employees may wish to take an extended break from work
in order to continue their personal development, care for a child or elderly relative or for
travelling. In such cases, many employees will wish to return to their original job.
18.2
Kent Union is keen to facilitate the personal development of its employees, to reward long
service and to retain employees where possible. Therefore, Kent Union offers employees
who have at least 5 years’ continuous employment, the opportunity to take up to 1 year’s
unpaid leave as a career break.
14
19.0
20.0
18.3
Career breaks must be agreed by the Human Resource Manager and the employee’s line
manager. Requests for career breaks should be made in writing to the Human Resource
Manager giving at least 3 months’ notice of when the career break is required. If the career
break request is agreed, Kent Union will hold open the employee’s job (or comparable) for a
fixed, agreed period.
18.4
Continuity of employment will be offered to any employee returning to work after a career
break, but this will not include the career break itself.
18.5
Employees on a career break will have no entitlement to paid annual leave or any other
benefits during their break from work.
Short-notice annual leave days (or ‘duvet days’)
19.1
Kent Union recognises that, on occasion, employees will wish to take a day’s annual leave at
very short notice, either because of an unexpected situation at home or because they do not
feel like coming into work.
19.2
Therefore, Kent Union will allow employees to take up to 5 days of their annual leave
entitlement as short-notice annual leave days. The intention of this is to give employees
greater freedom and flexibility to govern how they spend their time.
19.3
The only requirements are that the employee phones their line manager before 9am (or at
least one hour before s/he is due into work) and that their line manager agrees to the leave.
19.4
The employee’s absence must not affect Kent Union’s operations i.e. s/he must not have a
meeting scheduled or any other operational need to be in work.
Time off for volunteering
20.1
One of Kent Union’s values is a commitment to volunteering. Via Kent Union, hundreds of
students volunteer their time each year to help others. Kent Union wishes to widen this
opportunity to its career staff, recognising the mutual benefits this offers to employees, the
Union and the community.
20.2
Therefore, Kent Union will allow career staff to take up to 25 hours per annum of normal
work time to volunteer (hours for part-time staff will be pro-rata).
20.3
Volunteering times must be agreed in advance with the employee’s line manager.
Volunteering should normally be through the Union’s existing volunteering programmes.
20.4
On an annual basis, the employee must provide the Union’s Volunteering Department with
a report of their volunteering, including the number of hours volunteered, where the
volunteering took place and any learning that the employee has obtained.
Case study – staff volunteering
Rosie is a manager in Marketing; she volunteers with a local children’s charity, providing
mentoring for children from disadvantaged backgrounds. Kent Union recognises the benefit to
the community and to Rosie that this volunteering provides and therefore allows Rosie to
volunteer during normal work-time, for up to 25 hours per annum. Each year Rosie produces a
brief report for the Union’s volunteering department about her volunteering and what she has
15
learnt from it.
21.0
22.0
Keep-in-touch days
21.1
‘Keep in-touch’ days have been introduced to help make it easier for employees to come
back to work after maternity leave. These days can be taken as single days or in blocks and
can be used for training events or keeping in-touch with developments within the employee’s
department.
21.2
Employees have the choice to come back to work for up to 10 days during their maternity
leave (except for during the compulsory 2 weeks after the birth); they are paid in arrears on
a monthly basis for any days they come to work during this time.
21.3
Kent Union has many term-time only staff who spend long periods away from work over the
summer. In order to keep these staff up-to-date with developments that take place over the
summer, the Union will organise two ‘keep-in-touch days’ during the summer vacation. The
days will be structured to include time to learn about organisational changes, time within the
employee’s department to meet new staff and keep up with changes within the department
and social time with staff. Term-time only staff will normally be expected to attend one of
the keep-in-touch days; they will receive a day-off in lieu for attending the day.
21.4
Staff on career breaks, paternity leave or other types of extended leave may request keepin-touch days or time at work to stay up-to-date with developments, via their line manager.
Childcare Vouchers
22.1
Childcare voucher schemes are a government-led initiative to support working parents with
their childcare costs; childcare vouchers can be used in exchange for all types of registered
or approved care, such as registered child-minders and nurseries, including ‘The Oaks’
Nursery.
22.2
Kent Union has an agreement with Sodexho PASS to administer the scheme, which is
operated through a ‘salary sacrifice’ arrangement. This means that parents save National
Insurance and Tax on the childcare vouchers; total savings can be up to £1,195 per parent,
per annum (depending on salary)
22.3
You can join the scheme if you are a parent or legal guardian responsible for, and paying
towards the upkeep of, a child; and the child is under the age of 16. Staff can take up to £55
per week in childcare vouchers, depending on their salary. For full details please contact the
HR department.
22.4
Staff wanting to take advantage of this scheme should write to the Human Resource Manager
detailing when they would like to start receiving vouchers, and how much they would like to
receive in vouchers each month. Staff are advised to check that their childcare provider
accepts childcare vouchers.
Case Study – Childcare Vouchers
Jackie is a Kent Union employee and a working mother with a young daughter in full-time nursery
care; her annual salary is approximately £20,000. Jackie opts to take the maximum entitlement in
16
childcare vouchers each week - £55. Due to the salary sacrifice arrangement, Jackie does not pay
income tax or national insurance contributions on the value of the childcare vouchers. Over a full
year, she receives £2,860 of her salary in the form of childcare vouchers; as this sum is tax and NI
exempt, this saves her £829 (20% income tax plus 9% NI) In total, the Childcare Vouchers saves Jackie
£886 over the year.
23.0
24.0
Workplace Nursery Salary Exchange Scheme (Oaks Nursery)
23.1
Workplace Nurseries are childcare facilities provided by an employer which are offered to
employees, usually through a tax efficiency salary sacrifice scheme. We can offer this scheme
to our staff because Kent Union runs the Oaks Nursery and staff can only benefit from this
particular scheme when they use the Oaks Nursery for their childcare provision. If staff use
other nurseries they may benefit from Childcare Vouchers, see section 23.0.
23.2
Staff wishing to use the Oaks Nursery to benefit from a nursery salary exchange scheme will
be able to do so. The scheme enables eligible staff to opt to receive a lower salary (salary
exchange) in return for Kent Union paying an equivalent amount of their nursery fees on their
behalf directly to the Oaks Nursery. By doing this staff may save money as they will no longer
have to pay any Tax or National Insurance contribution on the amount of salary agreed to be
exchanged.
23.3
All staff are able to join the scheme, subject to their salary being greater than the equivalent
cost of the nursery fees/proposed salary exchange, and any salary reductions requested
through this scheme must not take a staff members’ gross salary below the National
Minimum Wage. Staff may also wish to consider that if the salary exchange takes earning
below the annual Lower Earning Limit for National Insurance (NI) contributions, any
entitlement to the Basic State Retirement Pension and/or Statutory maternity pay, may be
affected.
23.4
The scheme can be used to cover all/part of the childcare costs for as many children as they
have at the Oaks Nursery, and staff must be able to commit to a minimum of twelve months’
membership in the scheme. Kent Union will need to be notified 28 days before an agreement
can come into effect, and staff can only enter the scheme on the first day of the month only.
23.5
Nursery fees are deducted in advance of the childcare provision being made. Changes to the
amount that has been agreed to exchange cannot be altered until they have been in the
scheme for one year, (and then every twelve months thereafter), unless the child leaves the
nursery, or they have a ‘significant lifestyle change’. For further information on how the Oaks
Nursery
invoicing
arrangements work,
please
visit
their website
at;
www.kentunion.co.uk/oaksnursery
Additional Annual Leave
24.1
Kent Union staff are entitled to 23 days’ annual leave per annum; staff receive 1 extra
day’s leave after the first full year of service and an additional day for each year of
service up to a maximum of 28 days. Staff also receive 6 ‘customary’ leave days, which are
normally taken over the Christmas vacation, as well as all statutory leave days for England
and Wales.
24.2
Staff may purchase additional annual leave, up to a maximum of 5 extra days per year.
Each day’s leave is calculated as the number of hours that the staff member works in a
normal shift, up to a maximum of 7 hours. The cost of purchasing each day is calculated by
the staff member’s hourly rate multiplied by the number of hours in a normal working day.
17
The cost of purchasing additional annual leave is deducted from the employee’s monthly
salary, in equal instalments, over the remainder of the financial year.
24.3
25.0
27.0
Staff wishing to take additional annual leave must first agree this with their line manager
and must give a minimum of 1 months’ notice. Once agreed with the line manager, the
Human Resources Department must be notified in writing of the amount of additional
leave that has been agreed.
Cycle to Work Scheme
25.1
Staff will now be able to benefit from the Government’s Cycle to Work initiative. It’s a great
programme where both staff and Kent Union benefit. Staff will receive savings on new bikes,
and on National Insurance contributions (NIC), and Kent Union get healthier and more
motivated staff, whilst making a reduction to our carbon footprint.
25.2
In response to staff requests and the Union’s ongoing commitment to environmental
conservation, a Cycle-to-Work scheme has been launched which allows employees to hire a
bicycle and related safety equipment as a tax-free benefit. Cycling benefits your health and
fitness by helping you meet the governments' guidelines of exercising for 30 minutes or more
on most days of the week. In addition, travelling by bicycle is a quick, cheap mode of transport
in urban areas and is good for the environment by improving air quality and helping to ease
traffic congestion.
25.3
Kent Union, in conjunction with www.cyclesolutions.co.uk now offers employees the
opportunity to hire a cycle and associated safety equipment through a salary sacrifice system
in which employees take a reduced gross salary during the hire period thus making savings
by paying reduced income tax and national insurance contributions. Employees can hire a
brand new cycle and associated safety equipment up to a value not exceeding £1000.00
which must be used mainly for commuting to and from work.
25.4
The hire period is 12 months and at the end of this period, you can either return your bike
back to Cycle Solutions, you can pay the market value for the bike and equipment which is
18% or 25% of the original price, or extend the agreement directly with Cycle Solutions, for a
small refundable deposit (3% or 7%) sign up to their ‘Extended Use Agreement’ and there
will be nothing else to pay and no further monthly rentals. Pay and no further monthly
rentals.
26.5
Employees can take part in the scheme if they have completed their probationary period,
and whose term of employment is more than the hire period of 12 months. Staff must also
ensure their hourly rate will not be reduced below the National Minimum Wage as a result
of the salary sacrifice. Employees would sign a participation agreement that sets out Kent
Union’s terms and conditions, and also a hire agreement provided via Cycle Solutions
Private Health Care
27.1
With people increasingly paying for dental care, eye-care, alternative therapies and private
health treatment, private medical cover is becoming popular. However, comprehensive
private medical cover is normally beyond the reach of most people. Kent Union has
negotiated a generous health package with HSA, a major national operator of private medical
cover.
27.2
The scheme offers private medical cover for an employee, their children and partner/spouse;
it includes dental cover, optician costs, alternative therapies, hospital treatment and health
18
screening. For the 5 levels of cover and benefits available at each level, please see the HR
Department for different levels of cover.
27.3
28.0
The cost of the private medical cover is taken out in equal instalments directly from
employees’ monthly salary. Anyone considering taking out the private medical cover
should discuss the packages with the Union’s Human Resources Department.
Staff Discounts
28.1
Kent Union employees can take advantage of reduced annual membership costs of the
University’s Sports Centre. The reduced rate for 2014/15 for Union and University staff starts
from £219 per year; the normal rate for members of the public is £392. This amount can be
deducted from your salary and paid in one lump sum or by direct debit each month. Please
contact the Human Resources Department if you wish to take up this opportunity.
28.2
Kent Union staff receive a £2 discount on entry to the Venue on any night and at any event
in the Venue. Staff wishing to receive the discount must show their staff ID card when
arriving at the Venue and purchasing their ticket.
28.3
Kent Union staff are entitled to a 20% discount off their Summer Ball ticket or Freshers’ Ball
ticket. Staff may only purchase one discounted ticket for each event; discounted tickets are
non-transferable and checks will be made on the door to ensure discounted tickets are not
given to other people.
28.4
Kent Union staff receive a free NUS Extra card from the Union. The NUS Extra card entitles
the bearer to discounts from many retail outlets including Amazon, Dominoes, Prezzo,
Matalan, Superdrug and receive 10% off Co-operative products within Essentials. NUS Extra
cards can be collected from Mandela Reception; staff will need to provide proof of
employment.
Case Study – Staff Discounts
Adam is a student working in one of the Union’s Retail outlets. Adam opts out of the Union’s pension
schemes and doesn’t want to take advantage of the private medical cover but, as a regular user of
the Venue, he takes advantage of the staff discount that the Union offers and saves approximately
£50 over the year in reduced Venue entry. He also attends the Summer Ball, saving a further £9, and
with his free NUS Extra card receives discounts of £50 across the year.
In total, the Flexible Reward Policy saves Adam £109 over the year.
29.0
Pension Schemes
27.1
In order to provide a more balanced package of benefits and in recognition of the fact that
some staff have other priorities than saving for retirement, the Union is introducing two new
alternatives to joining its CARE pension scheme. Staff may now choose from one of two
options: a CARE pension or a Group Personal pension scheme.
29.1
The SAUL (Superannuation Arrangements of the University of London) is a Career Average
Revalued Earnings (CARE) pension scheme, this pension is based on the average salary the
employees earns throughout their employment. The scheme requires employees to
contribute 6% of their salary and Kent Union contributes an additional 13% on top. This
pension scheme is available to all staff on Kent Union’s Terms and Conditions of Employment.
19
29.2
The Union has set up a salary sacrifice arrangement with SAUL and as such, if you become a
member of the salary sacrifice arrangement with SAUL you will automatically sacrifice 6% of
your salary which will be paid on your behalf into SAUL by Kent Union, and which together
with the employers contribution of 13% of pensionable salary, equates to a total contribution
paid into SAUL of 19%. By doing this employees benefit by paying less National Insurance
contributions. If staff decide to opt out of the salary sacrifice arrangement but remain in
SAUL, they will contribute 6% of their pensionable salary, and Kent Union will contribute 13%,
therefore the total contribution paid into SAUL will also be 19%.
29.3
Existing staff will be given the opportunity to join salary sacrifice each year on 30th
September. Those staff that are already in salary sacrifice may opt out each year on 30th
September or at any time if they have a lifestyle change; some examples of what would be
considered ‘lifestyle events’













Birth/adoption of a child
Notification or commencement of maternity leave
Return from maternity leave
Divorce or separation
Death of a partner
Marriage/civil partnership
Commencement of or return from long term sick
Decrease in hours or salary (salary below the lower earing rate)
Material changes in partner’s circumstances (e.g. Redundancy)
Commencement of or return from sabbatical or unpaid leave
Commencement of or return from overseas secondment
Leaving the pension scheme
Cease to be eligible to participate in the pension scheme
29.4
Staff that take advantage of salary sacrifice and have less than two years’ service will not be
able to receive their contributions back if they leave SAUL.
29.5
The Aegon pension scheme is a ‘mid-level’ Personal Pension scheme; under this scheme,
the employee pays a minimum of 3% of their annual salary and Kent Union pays a further 6%
on top. The costs of joining this scheme are thus considerably lower
than joining the
SAUL pension scheme; however, the benefits upon retirement are also likely
to
be
considerably lower. This pension scheme is available to all staff on Kent Union’s Terms and
Conditions of Employment.
Case Study – Pension Provision
David is a permanent member of staff in his fifties; he has a family and has worked for the Union for
over five years. David has reached a point in his life when the financial pressure is off and his
priorities are spending more time with his family, looking after his health and preparing for
retirement. David is in SAUL and looks forward to the very generous pension that he will receive
when he retires; on top of his annual salary of £22,000, the Union pays an additional £2,860 into his
pension each year.
30.0
Length of Service
30.1
Kent Union values all staff but would like to reward staff for their loyalty and will recognise
length of service in the following ways; staff who’ve been employed for 10 years’ will
20
receive a payment worth £100, this amount will increase every 5 years’ of service by £20,
to a maximum of £200.
31.0
32.0
Birthdays, Christmas and Social Events
31.1
The Union will arrange Christmas functions each year; the venue and the type of function
will be decided on each year by Director Group.
31.2
In recognition of birthdays, unless there is an unavoidable organisational need for the
member of staff to attend work that day, the Union will make a commitment that all staff
are able to take time off on their birthday to celebrate; this may be taken from annual leave
entitlement, TOIL or unpaid leave. Staff will also receive a personal message from the
Union, in recognition of the day.
31.3
There will be an allocated amount of money given to each department to spend during the
year on rewarding staff within their department. This will be based on the amount of staff
within that department, an average amount of £10 per employee; this will be reviewed
each year. Where the Union’s financial resources allow, £10,000 will be allocated within the
Staff Related Expenses budget for staff social events, to include the above.
GEM (Go the Extra Mile) Award
32.1
Kent Union, through its website, will encourage customers and stakeholder to nominate
staff members for the ‘GEM’ scheme, if they feel that they have received exceptional
customer services.
32.2
Each staff member that receives a nomination will receive a personal email, call or visit
from the Chief Executive or one of the Directors to thank them for their efforts.
32.3
On a monthly basis, the nominations will be considered by Director Group who will choose
a monthly winner. The staff member will be mentioned in the Kent Union bi-monthly
bulletin and will receive a £25 voucher.
32.4
An overall annual winner will be chosen from the 12 monthly winners. This winner will
receive a £100 voucher and an award which will be presented at the Staff Development
Day in September.
21
Appendix 1
Kent Union Application for Maternity Leave Form
Name:
Address:
Job Title:
I have received and read the Kent Union Maternity Leave detailed within the Flexible Working, Rewards
and Recognition Policy
In all applications:
Expected Week of Childbirth (stated on Medical Certificate MAT B1): ________________
I intend my maternity leave to commence
(No earlier than 11th week before the expected week of childbirth (EWC): _______________
My expected date of return is: ___________________(no later than 52 weeks after EWC)
Declaration:
I understand that if I fail to return to work or fail to notify my employer of my intention to return to work
within the specified dates I will lose my right to return to work at Kent Union. Also if I have received
contractual maternity pay and fail to return to work, or continue in employment for at least 3 months
following my maternity leave, Kent Union has the right to reclaim the whole or part of the non-statutory
element of the contractual maternity pay (this is not applicable if the employee is absent through sickness
following her return to work).
Signed: ________________
Date: _____________
22
Application for Adoption Leave Form
Appendix A2
Name:
Address:
Job Title:
I have received and read the Kent Union Adoption Leave Policy and wish to apply for the following category
of adoption leave
Ordinary leave: the period of leave to which all women are entitled, regardless of length of service
Additional leave: the longer period of leave. This requires one-year continuity of service
Ordinary leave:
I have been employed by Kent Union for less than 26 weeks at my qualifying week (15th week before
the EWP). I understand that I must return to work at the latest 26 weeks after the Sunday before the
week of placement.
I have been employed by Kent Union for more than 26 weeks but less than 1 year at my qualifying
week. I understand that I must return to work at least 26 weeks after the Sunday before the week of
the placement and I am therefore claiming a payment of 16 weeks at full pay and 23 weeks at half
pay.
Additional leave:
I have been employed by Kent Union for more than 12 months at my qualifying week, I am therefore
claiming a payment of 16 weeks at full pay and 23 weeks at half pay. I also claim my right to an
additional period of leave of up to 13 weeks, which I understand will be unpaid.
My expected date of return is: ___________________(no later than 52 weeks after EWP)
In all applications:
Expected Week of Placement: ________________
I intend my adoption leave to commence
(No earlier than 11th week before the expected week of placement (EWP): _______________
Declaration:
I understand that if I fail to return to work or fail to notify my employer of my intention to return to work
within the specified dates I will lose my right to return to work at Kent Union.
Signed: ________________
Date: _____________
Checked and authorised by line manager:
23