Associate Handbook 2018

Within fourteen days of the meeting the Company will confirm the outcome in writing. The letter will either confirm acceptance of the request or reasons for rejecting the request. If the Company agrees to the request, Human Resources will complete all the necessary paperwork and send it to the Associate. If the request is refused, the Company will provide clear permissible grounds as to why the request cannot be accepted and set out the appeal procedure. For further details please see paragraph "Appeal Procedure" below. All time periods may be extended where both the Company and Associate agree. Any extension will be recorded in writing by the Company and copied to the Associate. If Associates are dissatisfied with the outcome they should appeal in writing giving full details of the grounds for the appeal. An appeal must be made within fourteen calendar days of receiving notification of the decision, to the next line of authority not previously involved. Within fourteen days of receiving the appeal notification, a further meeting will be held to discuss the working practises and the business case put forward by the Associate. Again, an Associate may be accompanied by a work colleague. Appeal Procedure

The final decision will be provided in writing within fourteen calendar days following the meeting either upholding or refusing the appeal. There is no further right of appeal.

The appeal process is designed to be in keeping with the overall aim of encouraging both parties reaching a satisfactory outcome.

3.3

Overtime

Overtime payments may be made to Associates eligible for complete half-hour periods over and above normal working hours. The first hour of overtime worked cannot be claimed. Overtime rates will not apply before 6.30pm for London Associates and 6.00pm for Regional Associates, Monday to Friday. Any overtime hours worked must be agreed in advance with Associate’s Managers.

Overtime is paid monthly in arrears and is calculated on the basis outlined below:

Days

Overtime Rates Time and one half

Monday to Saturday

Sunday and Bank Holidays

Double-time

For the purposes of overtime, the hourly rate is calculated by dividing the salary by the annual number of scheduled work hours including annual holiday and public holidays. A full-time Associate is normally scheduled to work 1820 hours per annum. Time off in-lieu for overtime is not normally allowed. However, under exceptional circumstances compensatory time off may be granted equivalent to the actual number of hours overtime worked. Prior approval from the Associate’s Managers is required.

3.4

Part-time Associates

Associates who work on a part-time basis (i.e. whose contractual working week is less than 35 hours) are paid at their normal hourly rate for overtime until 35 hours have been worked in any seven day period, commencing on a Sunday.