6/ Timekeeping and Time Off 

WORKING HOURS

Your normal hours of work are detailed in your Statement; it is your responsibility to ensure that you attend punctually for work and follow all timekeeping and absence procedures.  In order to help us to maintain optimum service levels, you may be required to work additional hours from time to time.  Further details are contained in your Statement.

If you are unable to attend work for any reason or are going to be late you are required to telephone your Line Manager or Director as soon as reasonably practicable, stating why you are absent or late and when you expect to attend work.

If you have a need to leave work prior to your normal finishing time or to have time away during the normal working period, you must not leave without first obtaining permission.  In such circumstances, you must submit an Absence Request via the Digital Absence Form and email relevant evidence of appointments etc. or speak directly to your Line Manager or Director.

Persistent lateness, unacceptable levels of absence and/or unauthorised absence may result in a disciplinary action being taken in accordance with our disciplinary procedure.

OPERATIONAL TEAM – TIME SHEET SUBMISSION FORM

You will be provided with an electronic Time Sheet Submission Form, and this must be completed accurately with all the relevant information.

The Time Sheet Submission Form can be accessed online at any time.  It is your responsibility to complete this on a daily basis for yourself only. 

Falsifying your Time Sheet Submission Form is considered gross misconduct and you may be liable to summary dismissal.

The Timesheet Submission Form is checked and approved by the Contracts Manager. 

If you are absent, then you would need to follow Reprotec UK’s procedure as detailed within the ‘Sickness Notification Procedure’ and this will be reflected in your Time Sheet Submission Form.

If you fail to keep your Time Sheet Submission Form up to date, payment may be delayed.

Due to the nature of the work we do as a company, weekends are normal working days for the Operations Team, therefore all operatives must work these as required. 

OPERATIONAL TEAM TRIGGER POINT STRUCTURE

The Trigger Point Structure is tied directly to the ‘Hours of work’ principle, which is expanded to cover the whole month. 

The total amount of available ‘Hours of Work’ are labelled as the ‘Trigger Point’, which is the target for that month and is paid at the ‘Standard Rate’.  Once this target is achieved, excess hours are totalled and paid at the ‘Premium Rate’.  The ‘Premium Rate’ is equivalent to ‘Standard Rate’ multiplied by 1.5 for the first 50 hours and ‘Standard Rate’ multiplied by 2 for anything over 50 hours.

Please refer to the Team Handbook Addendum, Trigger Point Wage. 

SICKNESS IN REGARD TO TRIGGER POINT HOURS

Sickness hours will be removed from the Trigger Point unless you have already exceeded your Trigger Point hours.

APPOINTMENTS

You are normally expected to ensure that appointments to visit the doctor, dentist, hospital, etc. are made in your own time and outside normal working hours.  In the event that this is not reasonably practicable, time off work will be permitted to attend such appointments, providing that the appointment is substantiated with an appointment card/letter (if requested), and the timing of the appointment causes as little disruption as possible, i.e. at the beginning or end of the working day.

TIME OFF

Circumstances may arise where you need time off for medical/dental appointments, or for other reasons. Where possible, such appointments should be made outside normal working hours. If this is not possible, you must follow the procedure set out in the Absence Request Form for Time off Work. 

ABSENCE REQUEST FORM FOR TIME OFF WORK

Owing to the need and importance for operatives to be scheduled to work at different work sites, operatives who require time off must submit a ‘Request for Absence’ via the Digital Absence Request Form, which includes an upload of the evidence or request for you to send to your line manager i.e. proof of appointment, for example, a medical appointment letter/appointment card. 

Requests must be completed at least 7 days prior to the appointment or as soon as the appointment letter is received.  A choice of taking unpaid leave of holiday entitlement will be provided for all absences during working hours, for example, here are examples of how ‘Time Out’ affects the Trigger Point:

• If the Trigger Point is 150 hours and you have worked 170 hours (i.e. 20 hours overtime) and the time you require out of work is 4 hours, then you will still be paid 150 hours at standard rate and 20 hours overtime.  

• If the Trigger Point is 150 hours and you have only worked 130 hours and the time you require out of work is 4 hours, then you be paid 146 hours (150 – 4) at standard rate as you are not available for the 4 hours.  

TIME OFF FOR DEPENDENTS

You are entitled to reasonable time off, without pay, for urgent or unexpected incidents of ‘real need’ involving a dependent, who is a member of your immediate family, or someone who reasonably relies on you for help when they are ill or injured, or for making arrangements for them to be cared for in the event of illness or injury.

The entitlement to time off in such circumstances is limited to what is reasonable for an unexpected incident where you are required to deal with the immediate problem as a matter of urgency, and you are required therefore to organise any longer-term arrangements that are necessary.

If you are unable to attend work due to unforeseen family circumstances such as the death of a dependent, breakdown of childcare arrangements, or illness of a dependent, you may be entitled to reasonable time off work.

BEREAVEMENT LEAVE

See Bereavement Policies.

ADVERSE WEATHER AND PUBLIC TRANSPORT DISRUPTION

Reprotec UK recognises that there are occasions when you may have difficulty in travelling to work due to severe weather conditions or disruptions to public transport.

While Reprotec UK expects employees to make every effort to come to work, you should under no circumstances travel if it is dangerous to do so and you should have due regard for your health and safety.

PROCEDURE

Severe weather or disruptions to public transport may make travelling to work slower or more difficult. If you find that your journey to work is delayed you should, where possible, contact your Line Manager at the earliest opportunity.

You are expected to make every effort to arrive at work on time.

If poor weather conditions or disruptions to public transport result in your arriving at work late, you are expected to make up the time lost.

On occasions, for example in the event of road closures due to severe weather, or the total shutdown of public transport, it may be impossible for you to attend work. On such occasions you will normally be required to take annual leave in respect of that day.  If you have exhausted your annual leave entitlement, the time away from work will be unpaid.

If unexpected weather conditions that will make travel difficult occur during the working day, employees will, at management’s discretion, be allowed to leave work early in order to travel home.

Employees who abuse the above procedure may be subject to action under the disciplinary procedure.

This policy will be applied in a spirit of common sense and reasonableness, balancing the needs of the business, its customers, and the safety of employees.

JURY SERVICE

You are entitled to time off work to fulfil your obligations with regard to jury service.  In the event of you being summoned to attend jury service, you must notify management immediately on receipt of the jury summons, giving details of the dates you are required to attend court.

You may be requested to apply to the court for your jury service to be either postponed or delayed if it is considered that your absence will cause substantial injury to the business.  A failure or refusal to make such an application when requested may lead to action being taken under the disciplinary procedure, which may include dismissal.

If you are retained on jury service for a prolonged period, you have an obligation to notify the Company and must keep in regular contact throughout this time.  You must return to normal working immediately following your release from jury duties.

You are reminded to ensure that an expenses claim is submitted to the court in accordance with the available allowances for travelling, subsistence, and your financial loss.

You must give the Company a Certificate of Loss of Earnings which we will complete and return to you.

You are not entitled to payment for this time off as you can claim allowances from the court.