Law Express Blog

We get a lot of calls about sickness absence, especially in January. So, to help with any January Blues out there we thought we would set out 5 top tips for managing this touchy issue.

1. Do not let lack of time or worries stop you monitoring and managing.

Sickness absence needs to be monitored and managed. Sometimes employers are very wary about managing employee sickness, or feel they just don't have time. Employers are concerned about disability discrimination claims or being accused of harassing sick employees. While these issues always need to be considered, it is important that fear of them does not prevent effective management of sickness absence.

2. Monitoring is vital.

It is important that you know who has been off sick, and for how long. This can alert you to any problems with employees or in the workplace and, if you identify any issues, you can then go on to address them appropriately. Employers should always keep accurate, written records of sickness absence.

If sick leave is monitored, it can be useful to look at any patterns of sick leave applying to a particular employee or to the workforce as a whole. For example, regular absences on Monday or Friday, or higher levels of absence after pay day might be an indicator that sick leave is being abused.

3. Policies and Procedures.

Employers should have clear and appropriate policies and procedures dealing with sick leave and sick pay. It is important that these policies are followed, because if they are not it can cause significant problems if you want to enforce them later. For example, if the employer does not enforce a policy that, unless there is a very good reason, the employee must phone in by a certain time if they are sick it becomes difficult to discipline that employee for not following that procedure.

Another common issue is lack of clarity when applying discretionary sick pay policies. For example, generous employers who have discretionary sick pay policies, but have always fully paid employees who are off sick can find it difficult to stop making those payments. If an employer makes such payments it is important it is clear that any payment is discretionary and may not continue.

4. Consider each case appropriately.

For example, short term and long term sickness absence needs to be treated differently. You may want to consider having different policies for regular short term and long term absences. You need to be careful to handle each case sensitively and appropriately and to think carefully about how you apply your sickness procedures. Sometimes a "one size fits all" approach is appropriate, but it is always safest to look at each employee's issues and consider their particular situation.

5. Try and understand the underlying cause of any absence.

Key to managing sickness absence is understanding the underlying cause of the absence. It is vital than an employer understands whether the employee has just been ill, or whether he or she has a disability (in which case different rules apply, including the requirement to make reasonable adjustments), a problem at home or work that is causing them to take excessive time off, or is abusing the ability to take sick leave. This means that you can then manage the situation appropriately. For example, if the underlying cause of the absence is a problem at home, it could be more appropriately dealt with as compassionate leave rather than sickness absence.

We consider some of the questions we're often asked about sickness absence (and say a brief word about the latest government review on the subject) in our podcast – you can listen here.

Explode the myths - try our
employment law quiz.

When it comes to employment law, employers often make the same mistakes. Try our (tongue in cheek) quiz, then listen to our podcast where we give the answers and explode the myths.

What does probation period mean to you?
a) Supervision after someone's been released from prison
b) A Time where a new employee is more closely monitored
b) to ensure he or she is right for the job.
c) The try out period before someone becomes an employee.

You can just get rid of an employee until they have been employed by you for a year.
a) Yes. That's right.
b) No. That's wrong.
c) It's sort of right, but there are some exceptions.

What is a SILON?
a) A robot at war with humanity in Battlestar Galactica.
b) Like a PILON, but the employee only has the right to salary in lieu of notice,
b) not payment including any benefits.
c) No idea. I'll listen to the podcast.

Can you force an employee to work their notice period?
a) No. That's slavery.
b) Yes – they have to work their notice.
c) No, but you might be able to sue them for damages if they refuse.

Myth or Fact? Listen to the podcast for the answers.
See if you got the answers right on our Employment Law quiz.

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.

Are you prepared for the Agency Workers Regulations?

What are the Agency Workers Regulations ("AWRs")?
The AWRs are legislation designed to protect temporary agency workers. After they have reached the qualifying period of 12 weeks on the same job, they will be entitled to the same basic employment rights and working conditions as employees. They will get some rights (entitlement to access the hirer's facilities and to be provided with information on job vacancies) from the first day of an assignment.

When do the AWRs come into force?
1 October 2011. The AWRs are not retrospective, so if you have temporary agency workers working for you, their 12 weeks starts accruing on the 1 October, and you need to provide access to the facilities and information on vacancies from that date.

Who is affected by the AWRs?
The AWRs apply to temporary agency workers and to organisations/individuals involved (directly or indirectly) in the provision of temporary agency workers (temporary work agencies, or TWAs), and to the organisations that use them (hirers).

What is a temporary agency worker ("TAW")?
The key elements that make someone a TAW are:

1. A contract between the worker and a temporary work agency (TWA);

2. That the worker is supplied to an end user (the hirer) by the TWA; and

3. When on assignment the worker is supervised by and/or under the direction of the hirer; and

4. The worker is NOT in business on their own account e.g. they have no direct business relationship with the hirer. The hirer is not a client or a customer of the worker, but rather of the TWA.


This means that in most circumstances someone who is a consultant or hires themselves out through their own company is unlikely to be a TAW. But simply putting a worker's earnings through a limited company will not be enough to remove them from the scope of the Regulations; they have to genuinely be in business on their own account.

What new rights do the AWRs give temporary agency workers?
From the first day of an assignment, TAWs will have the same rights as a comparable employee to access collective facilities and amenities and to have access to information about vacancies. Collective facilities are things like canteens, workplace crèches, staff rooms, car parking, prayer rooms etc. Vacancies can be advertised in the normal way e.g. on notice boards or intra or internet, but TAWs must be told how they can access them.

There is no requirement to treat TAWs better than employees – for example, if there is a waiting list for the crèche then a TAW would have a right to join the waiting list along with everyone else, not a right to immediately be given a crèche place. If you have a really good reason, you may be able to justify not allowing TAWs access to facilities, but it is only in very rare circumstances that any reasons would be good enough. For example, Tribunals are unlikely to consider cost alone to be a good enough reason.

After the qualifying period of 12 weeks in the same job, the TAW is entitled to the same basic terms and conditions of employment as if they had been employed by the hirer directly. These are; key elements of pay, annual leave, rest periods and breaks, limits on working time (e.g. 48 hours a week), and paid time off for ante natal appointments for pregnant TAWs. If there is a qualifying period for the entitlement (e.g. you need to have been employed for 6 months before you get allocated a parking space) then the qualifying period applies to the TAW, just as it would to an employee.

How do we calculate the 12 week qualifying period?
This can be rather complicated. There are anti-avoidance provisions to stop hirers or agencies simply moving TAWs between jobs to prevent them reaching the qualifying period. We discuss calculating the qualifying period and anti- avoidance provisions in our podcast

What do we do now?
Take a look at the helpful government guidance here http://www.bis.gov.uk/assets/biscore/employment-matters/docs/a/11-949-agency-workers-regulations-guidance.pdf

You need to check whether those who work with you/for you are covered by the AWRs and how you will be affected by the new legislation.

If the AWRs are going to affect you, check how and where you use TAWs and whether you will have any employed on the key date of 1 October 2011. You can then make sure that you can meet the requirements of the AWRs.

You may need to update your systems and paperwork to reflect the new requirements – for example, you will need to know how long TAWs have been with you, the length of any absences and the reason for absences to know when they reach the 12 week qualifying period.

You should also consider reviewing any contracts you have with your agency providers and seeing whether you want to make changes – for example, asking for an indemnity to cover your business if you run into trouble with the AWRs.

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.

Bribed by a Biscuit?

Hows does the Bribery Act affect you?

What is the Bribery Act?
The Bribery Act 2010 came into force on 1 July 2011. It is intended to update the law on bribery and corruption and to simplify bribery prosecution in the UK.

Bribery can occur in all sorts of situations. In short, bribery is giving someone a financial or other advantage to influence them to perform their functions or activities improperly, or to reward them for having done so. The Act also covers “facilitation payments” which are payments to induce officials to perform functions they are obligated to perform as part of their jobs.

So giving a lavish gift to the person who is deciding whether or not your company wins a tender, to “encourage” them to remember you fondly during the tender process, would probably be a bribe. 

The Act introduces several offences including; offering or accepting a bribe, a corporate offence of failure to prevent bribery and as well as a specific offence of bribery of a foreign public official.

Does this mean we can't offer corporate hospitality?
No. The Act isn’t aimed at stopping genuine promotional activities. Provided that your expenditure on these activities is reasonable and proportionate, and intended to build business relationships, not influence business decisions, it is unlikely to be caught by the Act. So you can continue to do things like take clients to dinner, and provide them with coffee and biscuits when they come to your offices!

If the hospitality you provide is disproportionate, or seems to be a cover for a bribe, the authorities will look at what is being offered, how it is provided and the level of influence the person receiving the hospitality has in relation to any decisions affecting your business.

So how does it affect me and my business?
Individuals and commercial organizations are affected by the Act. Any individual offering, promising or giving a bribe, or asking for, receiving or agreeing to receive a bribe could be liable. Your business could be liable if a senior person commits a bribery offence.

Your business could also be liable if someone who is associated with it (e.g. an employee or an agent) bribes someone to gain a business advantage for your organization, or to gain or retain business. Your business may have a defence to this offence if you can show that you had “adequate procedures” in place to prevent bribery. These include things like appropriate policies and training and sensible risk assessment, monitoring and review. “Adequate procedures” will be different depending on the size, complexity and business of your organization, as well as the bribery risks you face. We talk more about adequate procedures in this months podcast.

Individuals convicted of bribery offences can face unlimited fines and/or prison sentences, and disqualification from acting as Company Directors. Organizations convicted of bribery offences can face an unlimited fine and may be barred from tendering for public contracts.

What do we do now?
Firstly, don’t panic! The Government has produced some useful guidance which you can get copies of here http://www.justice.gov.uk/guidance/making-and-reviewing-the-law/bribery.htm

The guidance suggests that a pragmatic approach is going to be taken to prosecutions under the Act. However, you still need to assess how the Act will affect your business, and check that you have adequate procedures in place to protect your organization. 

Podcast: Bribery Act and procedures
Listen to our podcast to hear more about the corporate offence of failure to prevent bribery and the steps you can take to protect your organisation.

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.

It’s none of your business!
Privacy in the workplace.

With the news full of super injunctions, phone tapping scandals and leaked data, people are becoming more aware of privacy issues. Longer working hours and the convenience of the internet mean most of us mix our private and work lives, at least a little. This month we’re looking at some do’s and don’ts of monitoring employees.
Legally, monitoring employee’s actions can be risky. You need to have a good reason for doing it, and there are some places (such as toilets and showers) where monitoring is rarely acceptable. Like most employment law issues, you need to make sure any action you take is reasonable.

Introducing monitoring
It may be that you already have monitoring in place. If not, introducing it has its own particular problems, as it is likely to be a change in terms and conditions. Ideally, you need to consult with your employees and get their agreement to any monitoring. You should also have clear written policies on monitoring and make sure employees are aware of them.

Common types of monitoring
These include vehicle tracking, email, phone and internet monitoring. Some employers also block certain sites such as hotmail or facebook, so they can’t be accessed from work computers. Less common is drug and alcohol screening, though some employers do conduct such monitoring.

What you collect and how you use it
It isn’t just collecting the information that is risky; you need to be careful how you use it as well. Employers should only collect information they need - unless you are supplying footwear for employees, you probably don’t need to know their shoe size. Information should only be used for the purpose for which it was collected, should be kept secure and should only be accessed on a ‘need to know’ basis. For example, there is unlikely to be a reason why a junior colleague needs access to their manager’s personnel file. Remember, employees usually have a right to see information you keep about them.

The Data Protection Act sets out how you should treat personal information and ACAS have guidance specifically about employees and data protection on their website.

Right to a private and family life
The Human Rights Act states that everyone has a right to a private and family life.  Any decision made by a court has to follow the principals of the Human Rights Act.
Employees are entitled to some privacy in the workplace and you need to take care not to cross the line into invasion of that privacy.

Practical Issues
Employee privacy is a touchy subject and you need to think about how monitoring may effect employee morale. You may also need additional resources to deal with any information you collect. For example, if you are tracking vehicles to keep an eye on fuel consumption and driving routes, someone is going to have to look at the data and analyze it to get you the information you need.

In addition, we are delighted to introduce the
Law Express Podcast - Listen to our regular updates.
Our aim is to keep you informed and current on the topical
issues that affect the people around you

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.

Stress is perhaps the key health and wellbeing issue for organisations and its key talent. As such, organisations need to understand the extent to which it can impact their people before it causes chaos in employees’ personal and professional worlds.

A survey undertaken by the Institute of Management (2000), for example, suggests that 75 percent of executives report stress adversely affects their health, happiness, home life and performance at work. And according to the CIPD’s Absence Management Review (2008) stress is the leading cause of long-term absence in non-manual workers. According to the Health & Safety Executive (HSE), stress is defined as ‘the adverse reaction people have to excessive pressures or other types of demand placed on them’. Such ‘excessive pressures’ may come from an individual’s personal or professional life, but regardless of its source, it has the potential to negatively impact on an employee’s personality, productivity and performance.
Surprisingly, however, for many employees it’s not always the big life events, that can contribute to and cause stress. For the many it’s the ‘smaller’ issues that can, at first glance, seem less significant, but which put considerable pressure on an individual and contribute to untold stress for them and - significantly for the employer - have serious repercussions in ...<read more>

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.

For anyone who may have missed
it, the Equality Act finally came
into force on 1st October 2010.

HELPING YOU TO UNDERSTAND
The Act for the most part restates the existing legal position as we know it and is not likely to involve dramatic practical changes in practice for most employers.
The long awaited legislation brings together a number of aspects of the law relating to discrimination issues, extends some existing provisions and creates some new ones. Acas, the conciliation service, have published a helpful booklet on the matter with a very useful chart detailing the existing and new provisions - view the chart.

COMPROMISE AND EQUALITY
It has already been identified that there may be some ambiguity in the drafting of section 147 of the Equality Act which may impact on the enforceability of compromise agreements signed after 1st October 2010.

The Law Society has commented:
“The Law Society is aware that there is some ambiguity in the drafting of section 147 of the Equality Act which is likely to have an effect on the use and effectiveness of compromise agreements made under the Act,” said a statement from the body. “The way this section is currently drafted suggests that a solicitor who was instructed by the employee prior to the production of the final agreement for consideration will be precluded from acting any further.”
An urgent review of the section is currently being undertaken and the outcome will be posted as soon as it is available.

EQUALITY AND THE FUTURE
The organisation largely responsible for the implementation of the Equality Act, the Equality and Human Rights Commission (EHRC) is itself facing a potential reduction in size.  As part of the government strategy to reduce overheads and impose tighter budgetary control, there are reports of the need to “substantially streamline” the organisation.

Whilst core functions will be retained there may be a need to for other functions to pass to other departments or the private sector. The final outcome is awaited after a period of consultation.

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.

We receive a number of requests for advice on issues concerning driving and motoring matters generally. Here we take the opportunity to highlight the five most popular questions.


1. I have heard about the Traffic Enforcement Centre, what is this and where can I find it?
The Traffic Enforcement Centre (your local county court) is used when a penalty notice for a parking offence remains unpaid and no appeal against the issue of the notice has been made.  In this case the Local Authority will register a charge certificate for the full outstanding charge and other penalties.  Once registered there are only 36 days to appeal, by lodging a statutory declaration, against the charge and the appeal can only be made on one of three very limited grounds. There is a procedure for filing the statutory declaration out of time, when the application will then initially be determined by the relevant local authority or a senior court officer.

If your appeal is successful the charges may be set aside.  However, very often there are extra costs involved in this process and our best advice is at all times to make sure that any penalty notices are paid or appealed against when received. Once the local authority has applied for a warrant they may clamp and tow away your vehicle.

2. I parked in a pub car park and was clamped; is this legal?
In order for the wheel clamp to be legal you have breached any parking restrictions notified to you by the owner of the pub.  This is usually done by notice in the parking area either preventing parking or limiting the time you can park and the penalty (wheel clamp) that will be applied.

However things are going to change.  The Freedom Bill which is due to receive Royal Assent this month (we hope) will outlaw wheel clampers on private land.  However we expect this to be replaced by parking tickets which will look very much like the real thing; you have been warned!

3. I have received a notice for speeding but I wasn’t driving; what can I do?
If your vehicle has been observed committing a road traffic offence, a notice of intended prosecution must be served on the registered keeper or driver within 14 days of the offence, if the driver is not stopped at the scene. The notice of intended prosecution places an obligation on the registered keeper to identify the driver of the vehicle at the relevant time. If you do not provide a name of the driver then it is very likely you will be summonsed for the offence of failing to identify under s.172 Road traffic Act which carries a maximum fine of £1000 and 6 penalty points.

There is a defence to this offence if you made all reasonable efforts to establish who was driving, but you are likely to be summons in any event and will need to prove that you made all reasonable enquiries to the court. The response “it was either myself or my partner” is unlikely to succeed, furthermore if you nominate a foreign driver, enquires are likely to be made re the date of arrival in the country and whether the individual was insured.


4. I have been caught drink driving, just over the limit, this is my first offence what will happen.  I could lose my job over this; will the court take that into consideration?
The penalties for drink driving are very strict and any small amount over the limit will mean a ban from driving for at least 12 months is obligatory.  There will also be a fine imposed and penalty points will be added to your licence.  These penalties can be increased if the amount that you are over the limit is substantial.

Whilst it is possible to plead that you should retain your licence, the possible loss of a job is not generally a sufficient reason for the court to allow you to keep the licence.

The court may offer you  the opportunity to take part in a drink/drive rehabilitation course which on successful completion can reduce the period of disqualification by up to 25%

5. I have been living here for a year and have been driving with my licence from my home country, can I do this?
The rules concerning licences can be complex. Generally if you are within the EU it is possible to drive in this country using that licence, for 3 years.  If you are outside of the EU the relevant time is 1 year.

It is always important to check this as if you have the wrong licence your insurance could be invalid in the event of an accident.

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.

A word which is frequently used and often misunderstood, stress appears to be a part of modern life. Whether stress is the result of an employees personal or working life, it has the potential to impact on their personality, productivity and performance.

Here we take a quick look at some of the key factors concerning stress:

• Research from the HSE highlights stress has the potential to become the biggest risk for business in the early 21st century.
  
  
  
• Employers are increasingly concerned with the impact of stress in the workplace. Recent Employee Benefits research shows over 30% of those surveyed offer legal advice and counselling services to employees.
  
  
• It is an employer's responsibility to provide a safe place to work which includes both physical and mental safety.
  
  
• Stress itself is not a recognised clinical condition but the effects of stress can be. The result of unresolved stress can include depression, diabetes or digestive problems.
  
  
• An illness resulting from stress can be a disability protected by the Disability Discrimination Act 1995.
  
  
• Employers have a duty of care to their employees and if they fail or breach that duty and an employee suffers a foreseeable loss, an employer can be liable.
  
  
• An employer, whilst not responsible for an employee's personal stress, will be affected by any resultant absence from work.

For all employers, the need to support employees increasingly incorporates both the personal and professional lives of their staff. From experience, a call to us at Law Express can help to resolve some of the issues which are causing stress thereby improving workplace performance. Should you wish to discuss the issues of this publication (or are stressed by its contents) please do not hesitate to call us on 08700 434 284.

Disclaimer - The only purpose of this blog is to educate and to inform. This blog is provided on the understanding that it does not constitute legal or other professional advice or services. The information in this blog is believed to be correct as at the date it was first broadcast. It is not a substitute for legal advice and no liability attaches to its use. Specific and personal legal advice should be taken on any individual matter. Law Express assumes no liability for any of your activities in connection with this blog. Advertising which maybe incorporated into, placed in association with, or targeted towards the content of this blog is forbidden. You may not edit, modify, or redistribute this blog unless written authority has been granted by Law Express.