Document Number: CP049 Company Operating Procedures for Managing Workers – May 2020All printed copies are uncontrolledOnePay accounts: If a worker chooses to apply for a OnePay card through us, as many of our workers currently do, and to have that card delivered to the site, then the following procedure must be followed once cards have been delivered:• Each worker must sign the delivery note when they collect their card• Once all workers have signed this, it must be scanned and emailed back to OnePay with Compliance CC’ed in• The deadline for this is two weeks after delivery. Any cards that have not been signed for, or the card has not been returned to OnePay, within the two weeks will have their accounts frozen• Any cards that are not signed for by the worker within two weeks will be investigated fully by the Compliance Team as to the whereabouts of the card and the reasons for the delay in having it passed to the rightful account holder and any incidents of suspected fraud or potential misconduct will be treated as such and dealt with as appropriateKey Information/Top tips: Reinstatement Process - Any workers that have been set to left and would like to come back to work within fifty-two weeks, will need a new contract (completed in Agreements screen on Universe) and a new copy of ID (A new, Staffline Universe – Scan, Check, Start if using the app and new copy of ID as per the ‘original’ method, if not using the app). New Validations need to be completed on Universe to ensure all Personal Information and skills are correct on the system. Any workers that have left but return after fifty-two weeks of the leave date, are to be re-registered– Full agreements (Including Extended Application and contract etc) need to be completed, all Validations updated, and new copy of ID required as previously described.File type names - Please ensure that all documents are uploaded under the correct file-type names. This is imperative for reporting and data protection purposes.Under 18 workers - Will require a Young Person’s Risk Assessment form completed and uploaded to the worker profile (Form found on the Compliance teams SharePoint).Drivers – Drivers will have an additional tab to complete. This will include expiry date fields for the relevant driving licences required by them to drive a specific vehicle, including a DVLA licence check. DVLA licence checks must be carried out every 3 months and uploaded to Universe. These will have to be accurately entered, it’s the sites responsibility to ensure licences are valid throughout employment.You may appear on the Compliance Breach Report which can lead to disciplinary action should any non-compliances arise during an audit, so please ensure all Universe Requirements are fulfilled prior to approving.ReportsWith the changes to the Compliance function you will be expected to monitor your workers through reports in Universe. It will be the sites’ responsibility to ensure their workforce remains compliant and anything less will be classed as a non-compliance and a letter may be issued to the individual responsible for the breach in non-compliance depending on the risk it has caused to the business. If a Non-EU worker works just one day passed their expiry date, we could be liable for a Civil Penalty (Penalties listed under Statutory Excuse section in this guide).Page 100
Please see below for breakdown of some of the reports found within Custom Reports on Universe to help remain compliant:Working Time RegulationsSome additional information on the WTR:• All workers must receive a minimum of 11 hours rest break in between shifts and therefore not work more than 78 hours per week. If someone does work more than 78 hours or 12 days in a row this will be classed as a non-compliance as it puts the business at risk• Drivers, night workers and under 18 workers have specific working time regulations so please consult Compliance if unsure prior to placing them out to work • A worker cannot work over 48 hours average over 17 weeks unless they have selected ‘yes’ to opt out on Universe. See screenshot from Universe below:Document expiry dates - We recommend you run this report a minimum of once a month to ensure that none of your Non-EU workers are placed out to work with an expired ID. It will help you to not only remain compliant but also help you plan the attendance of your workforce as you’ll know if certain workers won’t be available without updated RTW.Student Working Hours report - We recommend you run this weekly to ensure that none of your Non-EU students work past their Visa restrictions stated on their Visa unless they are on holiday and therefore not in term time.Working Consecutive Days - This report should be run to ensure that workers are receiving adequate rest breaks. A worker is entitled to receive one day off every 7 days worked and two in 14. A worker should never be asked to work more than 12 days continuous. This report should help you keep a track of how many days in a row your workers have worked.Document Number: CP049 Company Operating Procedures for Managing Workers – May 2020All printed copies are uncontrolledPage 101
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