HR Toolkit Section 2: Employment Terms and Conditions
Sections
- Written Statement of Employment
- Equal Opportunities
- Annual/Holiday Leave
- Maternity, Adoption, Paternity and Shared Parental Leave
- Absence
- Disciplinary Procedure
- Grievance Procedure
It is fundamentally important for businesses to have policies and procedures; without them you have no guidance on how to make decisions that comply with employment legislation.
This section provides you with information and templates to support you to develop the appropriate policies and procedures.
1. Written Statement of Employment
2. Equal Opportunities
3. Annual / Holiday Leave
4. Maternity, Adoption, Paternity and Shared Paternity Leave
5. Absence
6. Disciplinary Procedures
7. Grievance Procedures
1. Written Statement of Employment
The Employment Rights Act 1996 requires you to issue employees with a written statement of employment within two months of their start date. Setting out the terms of employment in writing
also helps to avoid potential misunderstandings.
It is important that you select the most appropriate employment contract that suits your business and reflects the arrangements you have with your employees.
Acas provide a template for a written statement of employment.
Top Tip
Ensure there are two copies of the written statement of employment – one for the employee and one for the employer.Further information and resources
Acas website: Written Statement - terms and conditions of employment
2. Equal Opportunities
An Equal Opportunities policy describes your commitment to equal opportunities at all stages of employment. This policy should reflect the law, namely The Equalities Act 2010.
Acas have developed the following forms and templates to support employers with their responsibilities in promoting equality and diversity:
Equality Policy
Gender Pay reporting notification
Equality and diversity monitoring form
Top Tip
Remember that your company must adhere to what you set out in your policy - this means putting processes and checks in place to ensure you are treating staff and prospective staff fairly.Further information and resources
Acas website: Equality and discrimination, Creating fair workplaces
3. Annual/Holiday Leave
Employees must be made aware of their holiday entitlement and the process for requesting holiday leave. The Acas Holidays and Holiday Pay leaflet contains information that will support you with this.
Use of a Holiday Request Form will support your record keeping.
Other templates you may find useful:
Top Tip
Adopt a good balance between company needs and encouraging staff to take their full leave entitlement. Giving staff the time off they deserve will keep them motivated and will have a positive effect on your company.Further information and resources
Acas website: Rights and responsibilities at work. Time off - Holidays
UK Government website: www.businesslink.gov.uk/employingpeople
4. Maternity, Adoption, Paternity and Shared Parental Leave
As an employer, it is important that working parents are supported to balance work commitments with family life.
The UK Government website provides information to inform employees of:
Acas also provide templates to support the parental leave process:
Top Tip
When you have an Employee on statutory leave you must ensure that they are not deprived of their rights simply because they are not at work. So, if you are planning a team day or a staff party invite them.Further information and resources
Acas website: Shared Parental Leave: A good practice guide for employers and employees
5. Absence
It is important that employees are aware of what to do if they are going to be absent from work. Having a company process for dealing with absence will ensure that everyone is treated fairly
and consistently.
The template absence procedure can be adapted to reflect company requirements.
Acas also provide the following templates to support the recording of absence:
The following templates can be used to support various stages of the sickness absence process:
Other templates you may find useful:
Top Tip
One of the most effective ways to reduce absence is to ensure you have a return to work meeting with the employee.Further information and resources
Acas website: Managing staff absence: A step-by-step guide
6. Disciplinary Procedure
It is always better to prevent a disciplinary issue arising. To do this a company must have clear standards for performance and behaviour, which are communicated to all employees.
To ensure that disciplinary issues are dealt with fairly, consistently and within the law a company must have a written disciplinary statement / policy and procedure.
Acas have developed a template disciplinary procedure which is available within their Discipline and Grievance Guide.
Acas also provide the following templates to support each stage of the process:
Top Tip
Act quickly when potential disciplinary situations arise. Keep good written records.Further information and resources
Acas website: Code of Practice on Disciplinary and Grievance Procedures
7. Grievance Procedure
Employees can raise a grievance if they have a problem, complaint or concern. Examples of issues that can lead to grievances include:
- changes to terms and conditions of employment
- health and safety concerns
- work relations
- bullying and harassment
- new working practices/organisational changes
- discrimination
Companies should have a grievance procedure in place.
Acas have developed a template grievance procedure which is available within their Discipline and Grievance Guide.
The following templates can be used to support the grievance process:
Other templates you may find useful:
Top Tip
Always consider every action you take carefully, if the case goes to a Tribunal, you will be asked about the decisions you made. Be professional and most of all always ask yourself, “Am I being fair and reasonable?”Further information and resources
Acas website: Code of Practice on Disciplinary and Grievance Procedures
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