Appendix 1: Trigger Point System

INTRODUCTION

Reprotec UK Ltd is an employer; its reputation and customers have a direct financial effect on every aspect of the business on a day-to-day and long-term basis.

During times of economic uncertainty, any wastage of time, money and resources, are a drain on the company’s assets, and in turn, these have an impact on jobs.

As a team, there is a need to be equitable to all - for the benefit of all, which enables some flexibility to be exercised in the times of work as long as this does not have any negative impact on Reprotec UK’s projects and delivery.

Reprotec UK Ltd has endured through varying economic climates because of its honourable principles and values and team spirited approach in giving support to each other, which is also its proud foundation for future successes.

The Trigger Point System is an equitable and responsible method of payment for staff with flexible work schedules. 

NATURE OF THE WORK

Working in the surface protection industry involves working when other businesses are not; usually at weekends, in the evenings, night shift, and during customers’ holiday shutdown periods, and at times of emergency, when customers require rapid response.

The very nature of the sector requires flexible working patterns and the ability of the provider to fit in with the times suitable to the customer. 

This means that Reprotec UK’s Operational Team is required to work at weekends, general holiday periods and unsociable hours to meet the customer’s needs.  As in other service industries, weekends are normal working days. 

In order to secure the work, Reprotec UK is obliged to comply with the customer’s timescale and dictated terms, therefore, there are times when it is possible to allocate workdays in advance but sometimes this is not possible until close to the project start-time.  Whatever the situation, we endeavour to provide operatives with as much information as possible, as it becomes available to us.

Staff are made aware of the type of work within the industry before they start working for Reprotec UK.

BENEFITS

Instead of adopting an agency approach by which the workforce are self-employed as sub-contractors, or readily laying people off during hard times, staff are guaranteed a regular monthly wage that is fair and equitable within the Trigger Point Wage System. 

The benefits of the Trigger Point enable staff to be paid consistently for the minimum number of working days available within a set month regardless of fulfilling the hours required, beyond which staff can earn premium rate for the next 50 hours and double time after that.

The Trigger Point is designed to bring financial stability and planning to both employees and the company.  It has enabled staff to create a consistent lifestyle, which endures through some of the country’s most turbulent economic times to prevent redundancies.

Operatives are to be available for work across 7 days, however, there are times when operatives may not be required to work, by which they are paid in accordance with the Trigger Point number of hours for that month. 

TRIGGER POINT EVENING AND NIGHT SHIFT WORK

Night shift is between the hours of 11:00pm and 06:00am. 

Incentives may be considered for evening work.

A shift allowance is paid for night shifts at time and a half.  

EXPECTATIONS

It is expected that staff accept their job assignment without negotiation as to whether they do or do not wish to work.  It is not expected that staff enter negotiation with the Contracts Manager as to the days or hours they work and on which projects. 

Operatives are required to be available for work 7 days per week unless they have requested stand-down time for exceptional circumstances or have requested a holiday following the holiday request procedure.

Should a member of staff be required to work and then declare that they are not available at the last-minute causing issues to our core delivery to customers, the matter will be investigated and could lead to disciplinary action unless the matter is of a serious or exceptional nature.

REST

Staff are legally entitled to a 24-hour rest period within a 7-day period, and where this is not possible, the member of staff is allowed 48 hours within a 14-day period. 

Working Patterns

The data pattern indicates that operatives work approximately 2-3 weekends per month. 

Owing to the nature of the business, the hours of work and stand-down times can vary, and there are occasions when night shift projects are required. 

PROCEDURES

When informed of their required days, operatives are to wait further instruction relating to the times, which are at the discretion of the customer. 

It is imperative that all operatives to keep their Timesheet Submission Forms up to date at all times.  Failure to do so may result in late payment and on-going delay will be investigated and disciplinary procedures may follow.

Where an operative is under hours, they may be expected to be engaged in maintenance and servicing work, which is monitored and checked by the Contracts Manager, Project Manager or Team Leader.

Managers select operatives according to the needs of the work project and co-ordinate a fair and equitable procedure for selection of staff including the monitoring of hours worked.

Procedure for Booking Holidays – Operational Team
With reference to the Section ‘Holidays’ in the Team Handbook, no more than two operatives can request a holiday at the same time, or request stand-down time for exceptional circumstances only, and both of which are at the discretion of the manager and on a first come-first served basis.

A holiday should be booked, via Xero, at least one month in advance to enable the Contracts Team to plan for additional resources.

In the case of a holiday being requested within 1 month of the proposed holiday date, permission is at the discretion of the Contracts Manager, and agreement is only given where there is no negative impact to the work schedule. 

In all cases of holiday booking, staff are asked to submit holiday requests in advance to enable managers to be fair in considering the impact and making the decision to grant the request.

Operatives are advised not to book a holiday until confirmed by a manager.

Where there are no issues, holiday requests will be considered within 3 working days. 

The holiday year runs from January 1st each year, and applications start date is October 1st for holidays to be taken in the next year on a first-come-first-served basis.

Where two applications for the same holiday period have been submitted, operatives will be offered an opportunity for the individuals concerned to agree between themselves as who takes those days.  Should they be unable to agree, then names will be put into a hat and drawn out.  Once the allocation has been made, any future joint applications will be done by rotation and all dates fully tracked.

Procedure for Stand-down time request for exceptional or special circumstances

Should operatives wish to request stand-down time for an appointment,  exceptional circumstances or a special occasion, they are requested to do this via the Digital Absence Form no later than 7 days before the date; however, if this is to the disadvantage or loss of the project, the request will be refused.

Unauthorised Absence
Where staff do not attend a job assignment that they are required to attend, their absence is unauthorised and will be investigated, which may result in disciplinary action and the hours not worked may be deducted from their Trigger Point. 

TRIGGER POINT STRUCTURE  

The Trigger Point Scheme is based on the number of available hours of work within a month, which is calculated by the number of available weekdays x 7.5 hours’ work per day. 

The Standard wage is paid even if the hours of work have not been achieved in the month. However, in the case of a period of extended shortfall i.e. three months or more, the Trigger Point may be reviewed and any proposed changes to the Trigger Point will be agreed by all parties. 

RATES OF PAY

There are three rates of pay depending on the number of hours worked in the month. 

TRIGGER POINT STANDARD RATE FOR REGULAR WAGE

Standard wage is based on days available to work in the current month multiplied by the standard number of hours worked, which is 7.5 hours per day (excludes a half-hour lunch break). This is called the Trigger Point and is paid at the Standard Rate.

The Trigger Point number of hours per month is calculated by: 

Trigger Point = number of available working days x 7.5 hours/day. 

These hours are paid at the standard rate of pay. 

TRIGGER POINT PREMIUM HOURS

Trigger Point Premium Rate for hours above the Trigger Point - Time and Half

Additional hours worked up to but not exceeding 50 hours are totalled and paid at Premium Rate.  The ‘Premium Rate’ is equivalent to ‘Standard Rate’ multiplied by 1.5.

Trigger Point Premium Rate for hours above Premium Rate - Double Time 

For hours of work in addition to 50 hours at Premium Time and Half Rate, ‘Standard Rate’ is multiplied by 2.

Shorter Day

In the event of an aborted visit or work not being chargeable such as training, non-conformance work, operatives may be paid to a minimum of 4 hours.

Training Time Payment

Operatives must identify training on their electronic Timesheet Submission Form.

Any training time will be paid at a minimum of 4 hours per half day and maximum of 7.5 hours in any day at Standard Rate and the Trigger Point will be reduced accordingly.

Travel Time – to and from site

Travel time from Headquarters to and from sites is considered against Trigger Point and hours worked, however it is the responsibility of the individual to be punctual in arranging their own travel to and from HQ.

If you travel to site directly from home, where the time is deemed shorter than travelling to and from the office, then hours of work shall begin from arriving on site. This must be agreed and organised with your supervisor.  However, if the time to travel from office to site is longer than home to site, you will be paid travel time from home against the Trigger Point. 

HOLIDAYS

Holidays and Bank Holidays in relation to Trigger Point payment

With reference to the previous sections, Bank holidays and holidays are not included in the hours available to work each month and therefore are not included in the Trigger Point for those months.  However, due to the nature of our business, a great deal of flexibility is required as the hours you work may not be during regular office hours.

Bank Holidays

In the event of working on a Bank holiday, the Trigger Point is reduced by 7.5 hours and payment is made for 7.5 hours at Standard Rate. 

In the event of taking the Bank holiday as a holiday, it is classed as a regular holiday.

The Bank holiday can be taken as a day’s holiday in lieu but only in the event of working on the Bank holiday and by request only.  

SICK PAY

Sickness and unpaid time will affect the Trigger Point. Statuary payment covers sick pay.

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.

Examples of Pay Rate Calculations

For the purpose of clarity in the calculation examples 1-4, we are going to use a Trigger Point Standard Rate of pay as £10.00/hour.

Trigger Point Standard Rate of pay/hour                                 =   £10.00

Premium Time & Half Rate of pay would be (£10.00 x 1.5)    =   £15.00

Premium Double Time Rate would be (£10.00 x 2)                  =   £20.00

EXAMPLE 1:  How to calculate the Trigger Point

The days shaded below are the days available for work in the exemplar month of February: