Embrace HR blog

Innovation happens in times of crises

Think World Wars. Diseases. Catastophes brought on by climate change. It is no different for us today living in the COVID-19 situation. We have been in lockdown. We are now considering a return to normal life. A life that will never be as ‘normal’ as that which we left behind some months ago.

In the UK, as in other places across the globe, we have to think about what normality is for us. In particular, this blog is about some questions to consider, and my humble opinion, about getting back to normality in the workplace during and after COVID-19. But, what is normality in the workplace? For each workplace, in my opinion, it will be different. How will your workplace differ? What are your views, as the country discusses return to work?

One such innovation is that of a local pub in our area who started a drive-through bbq service. I only found out about it after the date, but I will be watching out for the next bbq! Another is the ‘big boys’ working with the ‘little boys’ – M&S a well-known British organisation, met up with Deliveroo, part of the gig economy delivery service.

What?

What are you going to do now that your workforce will be able to return to work “tomorrow” as our erstwhile Prime Minister indicated in his statement last night.

Work being your normal place of work. Your office. Your workspace.

What does your organisation look like today?

What will it look like tomorrow after COVID-19?

When?

When is this going to happen?

Prime Minister Boris Johnson’s statement last night intimated that it will be sooner rather than later. In fact, he said the word “tomorrow” that being today, Monday 11 May.

How many of us are ready for a return today?

How practical is it?

Where will your people return?

How will you transition back to work?

So many questions. So many questions.

Why?

Now that most organisations have experienced first-hand that working remotely, from home, has advantages, will this become the norm? It is not for everyone, but everyone can be trained to work remotely. They have had to do so very quickly.

Not all organisations can work remotely. Think of our carers, doctors and nurses in the NHS as well as other Key Workers. Think of the organisations that need hands-on care.

BUT, even now we have virtual appointments with our doctors; we have a helpline to the NHS where we describe our symptoms and we are provided with a solution!

It is efficient, if not more so than being in an office.

Is it time to ask – why haven’t you considered this form of working before? 

Presenteeism has been a word bandied about often in the workplace. By working remotely, work has to be outcome-based. That is important.

What have you done today that has been productive?

Why have you not been able to complete that in the time that you have available?

Does it matter where you work? Does it matter when you work?

Not really. Provided you get the job done, in the time that it is needed to be done. And you are available for your customers when they need assistance.

Do you realise that some of your workforce may not be back at work? 

Why?

  • They may have childcare responsibilities and do not want to send their children to school until the COVID-19 situation is clear.
  • They may have experienced working in a different way, and decide that it is what they want to continue to do.
  • They may be considering another option, to become self-employed, or to take up a new job.

You may decide that you don’t need the same workforce that you had pre-COVID-19. You may diversify. You may find that your product is not viable, but you have something different to offer.

Where?

Where will you meet to discuss the way forward with your employees? So often it is your employees who will have suggestions and ideas to help you along.

Video conference, training videos, webinairs have been available for many years. But, they have now come into their own. They are growing businesses. Zoom, Skype, Teams, watching theatre productions from your home, as has been shown in The Shows Must Go On based on Andrew Lloyd Webber’s productions and The National Theatre, as well as virtual visits to museums are different ways of working.

Are these the workplaces of the future?

This is how new employment begins.

A catastrophe. A solution.

Think – Wars. Foot and Mouth Outbreaks. Disease.

How?

How will we get back to ‘normal’ work?

It’s the practical things to consider.

What is legal?

What is best business and HR practice and what the government considers is necessary.

How can these be dealt with in practical terms?

It is not simply a matter of come in and start working.

We have to consider whether work spaces need deep cleaning.

How many of us can be in the workspace at the same time.

How do we employ social distancing?

What happens when you feel ill? A headache? A cold? Coughing?

Innovations

Innovations happen in times of crises.

Whilst we have been in lockdown, we have seen many innovations and different ways of working.

  • Supermarkets using different methods for shopping. Different timings for shopping for vulnerable people or older people. ‘One way’ human traffic systems.
  • A local pub in my area, last week, offered a ‘drive through bbq’. You HAD to place your order beforehand, you were given a drive-through time to collect your burger (and they looked like very good burgers even if I don’t eat meat – there was a veggie option too).
  • The gig economy boomed. The self-employed delivery company, Deliveroo, came into it’s own. How fabulous to see the big organisations such as M&S having to link up with the smaller self-employed person.
  • I watched a programme on TV on Sunday – farmers supplying customers direct with their vegetables, rather than through a supermarket.
  • Bakers supplying customers direct with their flour, because the wholesalers do not have packaging to make up the smaller amounts required by the ordinary person.
  • Workplaces have increased sanitiser stations.

Social distancing means putting in place ways and means for employees to be able to do so on an everyday level.

Are we moving back to buying local?

We have always known that the economy of the country depends on the small business.

Now is the time to show how we support our small businesses.

 

What are your views, as the country discusses the pros and cons of returning to work, and how we do so.


You may like to read our previous articles relating to COVID-19

If you would like to discuss any employment matters further and find out how we could help you  please contact us Embrace HR Limited. Phone us or contact us here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports business owners who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and also SMEs based in London.

Woman sitting on luggage flexible furlough Embrace HR

With so many companies furloughing their staff so quickly, there is now some essential work that needs doing – some flexibility would help companies, especially SMEs, to keep afloat…

With two-thirds of British companies using the furlough scheme during the COVID-19 crisis, it is no surprise that important tasks that should have been done before everyone left the office have been missed. It all happened so quickly that, especially for SMEs, who do not have a lot of manpower, many important back-ups were not put into place.

The problem is that once an employee has been furloughed, they are not supposed to do ANY work whatsoever. However, in real life, business cannot just come to a full stop like that, and there is work still to be done. For example, out-of-office replies need to be set up on emails, calls and emails need to be redirected, websites and social media need updating, and clients need to be contacted. Loyal and conscientious staff may want to ‘volunteer’ to undertake these roles so that things don’t fall through the cracks, and in the hope that there will be a business for them to go back to when this is all over. However, under the current rules, this is not possible.

The CIPD (Chartered Institute of Personnel Development) is calling for increased flexibility within the scheme, so furloughed employees can work reduced hours for their existing employer where possible.

Flexible furlough

It is in these situations where we at Embrace HR would support a scheme that allowed for a more flexible furlough scheme – one where employees were 50 per cent furloughed and 50 per cent employed, for example. We appreciate that there would be some additional administration required for this to work, but as the situation continues we believe it would be more realistic and give smaller businesses more opportunity to help keep their companies afloat until we can all get back to work. It would also help employees to keep abreast of the business and client requirements and would enable them to ease back into the workplace. Many people have had to adjust to working remotely, and those with children have had the added responsibility of having to find time to school them. This has caused changes to working in a ‘traditional’ office, and daily commuting.

“Flexible Furlough will, in my opinion, go some way to supporting both businesses as well as employees”, said Embrace HR Director Cecily Lalloo.

Holiday allowance

Something that has been updated within the scheme is the Government’s guidance about annual leave during the furlough period. The new guidance will make it easier for employers to plan ahead. It states says that employees will still accrue their holiday allowance while on furlough. The government has relaxed the regulations and now permit 4.6 weeks’ holiday to be carried over to the next two years.

Something else that has been made clear is that staff can take holiday during the furlough period. This would mean that they would be paid 100 per cent of their usual renumeration salary. The employer can still claim 80 per cent of the holiday pay from the Government but would have to top up the other 20 per cent.

We have been lucky that the weather in the UK has been glorious since lockdown began, and many people may feel like they are on holiday anyway. But the real concern is that once people go back to work, they may still want to take their holiday time. Many staff will not have claimed any holiday during the first part of the year. If a small company has five employees, with the statutory paid holiday entitlement of 5.6 weeks (in normal circumstances), they will be expecting to take a total of 140 days’ holiday between the end of lockdown and the end of the year. This is quite a lot of time out of a small business.

For smaller companies, especially those struggling to recover, this may be difficult to manage and is going to be unsustainable, particularly if they have to pay for temporary or freelance cover when staff take holidays. It is a good idea for business owners and managers to consider how they will manage holidays, and to talk to their people.

Rolling over holiday allowance

At the end of March, the Government announced that staff who did not take all of their annual leave – because it was not practical for them to do so – because of the virus, would be allowed to carry it over into the next two years. This applies to most businesses with a few exceptions.

You may like to read our previous article on furloughing staff – good news as furlough deadline is extended.

To apply for the furlough scheme for your company, visit the gov.uk website.

If you would like to discuss this subject further and find out how we could help you navigate the furlough scheme and other COVID-19 related issues, please contact Cecily Lalloo at Embrace HR Limited.

T: 07767 308717 or contact us here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports business owners who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and also SMEs based in London.

Embrace HR Aylesbury Furlough Deadline Extended pexels-anna-shvets-3902881

Your newest employees may now be eligible for furlough, after the deadline was extended to 19 March 2020…

If you have new employees who were not initially eligible under the Coronavirus Job Retention Scheme (CJRS), now’s the time to take another look, as the rules have just been revised. The eligibility date for furlough has now been extended to 19 March 2020, which means tens of thousands of people who thought they had missed out will now be eligible.

The furlough scheme is designed to help companies struggling to survive the COVID-19 pandemic. If you furlough staff, they remain employed by you but mustn’t actually work. The government will repay employers 80% of an employee’s salary (up to £2,500 a month) and it is up to the employer if they top up the pay to 100%.

However, it is not enough for a member of staff to have been employed by your company by that date. In order for your employee to be eligible you must have made a payroll notification to HMRC on or before 19 March.

If any staff were employed on 28 February, but were made redundant before 19 March, they can also qualify for the scheme if you choose to re-employ them and then put them on furlough. It is expected that a quarter of UK workers – that’s more than 9 million people – will be furloughed during the COVID-19 crisis.

According to a  survey published by the British Chamber of Commerce, (BCC Coronavirus Business Impact Tracker dated 15 April 2020) two-thirds of British companies have used the scheme, and a third of companies have 75% of their staff on furlough.

Do’s and don’ts of furloughing

Here is a quick reminder of the things to consider if you are furloughing staff:

  • You must instruct your employee in writing that they are to cease all work in order to be eligible under the scheme.
  • We asked Embrace HR’s employment law solicitor IBB about the rules for rotating furloughed employees. They told us that it is allowed ‘provided that the employees are furloughed for a minimum of three weeks at a time’.
  • Anyone working in a full time, PAYE job – even if on a zero hours contract – is eligible.
  • The grants to businesses are due to be paid out some time in April and will be backdated to 1 March.
  • If staff are self-isolating, they must receive Statutory Sick Pay. They can then be furloughed when they return to work. However, those who are shielding due to health conditions can be furloughed.
  • If you have staff who earn variable pay due to zero hours or flexible working contracts, the 80% will be calculated one of three ways: using figures from the same month in 2019, average monthly earnings for the 2019/2020 tax year, or an average of monthly salary since they started work. The highest figure will be used.

You might like to read our other blogs on the matter of Coronavirus:

Please contact us for more advice on the furlough scheme. To help businesses during the pandemic, we are pleased to be able to provide, free of charge, a template document for notifying your staff about the furlough scheme.

If you would like to request a copy of the free template or to discuss this subject further and find out how we could help you comply with new laws, please contact Cecily Lalloo at Embrace HR Limited.

T: 07767 308717 or contact us here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports business owners who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and also SMEs based in London.

Embrace HR Aylesbury key worker pexels-anna-shvets-3683098

How are you doing today?

Another weekend over. Is Nature / the Good Lord balancing things for us? In spite of the Coronavirus pandemic, hasn’t it been a wonderful weekend – weatherwise – for us in SW England?

I do hope this week will not present too many challenges to you and that you find support in everything you do.

Remote working 

Embrace HR blog picture

 

Following government guidelines, we are all working from our homes; but are carrying on with business as usual.

A VERY BIG THANK YOU to Maria, Deana and Bridgette, who are terrific in keeping the wheels turning.

Our office telephone has been placed on voicemail but we will pick up messages. Communication, however, is best by email, especially if it is urgent. Please email us at admin@embracehr.co.uk. 

ID Cards  

We have been issuing our client’s staff with the necessary ID required for them to be identified as Key Workers.

Please contact us if you would like more information.

Furlough Leave 

In these unprecedented and difficult times, the government has introduced a new scheme to help prevent redundancies called the Coronavirus Job Retention Scheme (CJRS). I have mentioned it in earlier blogs. But there has been a lot to take in so I don’t apologies for mentioning it again here.

The scheme is for businesses who do not have any work for their employees due to the Coronavirus situation. The scheme pays for 80% of the employees wages while they are not working. The scheme is currently running from 1 March to 31st May 2020. It is unknown at this time if the scheme will be extended. 

Legally, the employee will be placed on Furlough Leave which must be for a minimum of 3 weeks. Whilst on Furlough Leave the employee will remain employed by the company but must not work for their employer. They will accrue annual leave as usual.    

FAQs

These are some of the frequently asked questions we have received over the last few weeks:  

Can I Furlough my pregnant employee?  

If you have an employee who is pregnant and is due to go on maternity leave soon, it is possible to place them on Furlough Leave before they go. However, once they start maternity leave they will no longer be on Furlough Leave. 

Can I Furlough an employee returning from maternity leave?  

If you have an employee who is due to return from maternity leave during a period that other employees are on Furlough Leave, and you intend to designate the returner as a Furlough Worker, it is possible to place them on Furlough Leave when they were due to return to work.  

How do I decide who to Furlough?  

If you have a pool of staff who are all doing the same role, it may be difficult to decide who to Furlough and who to leave working. When making the decision, iis important to be aware of not discriminating against someone because, for example, they are disabled or pregnant. One option would be to offer the Furlough scheme on a voluntary basis. Another option would be to draw up a list of objective criteria to aid your decision.  

Changes to Statutory Benefits  

The National Minimum Wage (NMW) and National Living Wage (NLW)

From 1 April 2020 the changes are detailed below.   

National Minimum Wage 

 

2019  2020 
Employees over 25 years   £8.21  £8.72 
Employees aged 21-24 years  £7.70  £8.20 
Employees aged 18-20 years  £6.15  £6.45 
Employees aged under 18 years  £4.35  £4.55 
Apprentices  £3.90  £4.15 

Other Statutory Pay Increases 

  • Pay for Maternity, Adoption, Paternity, Shared Parental Leave increased to £151.20 on 5th April 2020.
  • Statutory  Sick Pay increased to £9.85 from today, 6th April 2020. 

Do you have any HR questions you need answered?

If so, do contact our Team at Embrace HR by using the contact form here or contact me on LinkedIn.

You can also find us at our Facebook Page EmbraceHR Support.

If you would like to receive our quarterly newsletter, please sign up here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports SMEs and care packages who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and London.

Pictures are from Pexels.com

Embrace HR Aylesbury key worker pexels-anna-shvets-3683098

Good evening. Hope all is going well with you.

We have had many clients contact us to ask about short time working, lay offs and ‘furlough’. #Furlough is a word with which many of us are not familiar. We have explained it in more detail here.

Here are a few tips to help you to access the Job Retention Scheme that the government announced. Remember to take time to plan and be clear about what is best for your business or organisation. How will your actions impact your organisation and your employees?

Furloughed workers will accrue continuous service as well as annual leave.

If you would like to talk through your options please contact us. HOWEVER, there is still much work to be done in these areas for the finer details to be resolved and announced by the government. 

The information below is from cipd.co.uk

Embrace HR


If you would like to discuss this or any HR subject further please contact our Team at Embrace HR Limited.

If you would like to receive our quarterly newsletter, please sign up here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports SMEs and care packages who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and London.

Embrace HR Aylesbury key worker pexels-anna-shvets-3683098

Coronavirus (COVID-19) Update

Good evening. We’re sharing our updates for anyone who might visit our website. The scene is changing constantly and we urge you to listen to the broadcasts and update yourself on the gov.uk website, or other official paths such as HSE.

In this Update we will cover some of the FAQ’s that we have been receiving.

What is the difference between sick leave and self-isolation?

In the current situation sickness absence will cover employees:

  • Who test positive for the virus
  • Who show symptoms of the virus
  • Who self-isolate because they have been told to do so by the NHS.

Self-isolation means staying at home and avoiding contact with other people. Employees who self-isolate because of one of the above sickness absence reasons will qualify for SSP.  Employees who choose to self-isolate without any of the above, should follow the normal absence procedures and will be entitled to unpaid or annual leave.

Employers have a duty of care to protect all staff and in some cases it may be necessary to suspend an employee on medical grounds, for example pregnant employees, to ensure their safety. Employees who are suspended for this reason will be entitled to full pay.

Self-employed people who have to self-isolate do not qualify for SSP, however, they may be able to claim employment support allowance if they meet the conditions.

Employee’s should check their symptoms using the NHS 111 service, not their GP. https://111.nhs.uk/covid-19/

Employers should continue to carry out Return to Work Interviews with employees after a period of sickness absence to make sure they are fit to return to work and find out if there is any support the employer can provide. Please contact Embrace HR, if you would like more information about this.

Can an employee continue working if they are a carer / support worker and the individual being cared for has symptoms of Coronavirus?

Transmission should be minimised through safe working practices such as wearing personal protective equipment, cleaning and disposing of waste regularly, not shaking dirty clothes. A risk assessment should be carried out to ascertain if the employee’s family may be at risk, for example if they have children or the elderly living with them. Each case should be considered separately.

Can an employee continue working if they are a carer / support worker and the individual being cared for is part of a household that is isolating?

If the individual can remain at a safe distance from the person in the house with symptoms, then care can be provided without additional precautions. One example being are there separate bathroom facilities?

For more guidance on the government website for those working in people’s homes, please click on this  link:

Which roles are classified as Key Workers?

The government has specified who Key Workers are. There are many Key Workers, a large majority in the NHS, but also individual carers and support workers are Key Workers such as police, doctors, paramedics, teachers, social workers, case managers, transport workers,

and so many others. For more guidance on Key Workers please access the government website by clicking on this link.

What is the Coronavirus Job Retention scheme?

The Job Retention Scheme involves organisations designating employees as ‘furlough workers’, which is a way to keep employees on payroll without them working, and without them being laid off or made redundant. The government will pay up to 80% of furloughed employee’s wages to a max of £2500 per employee per month.

Furloughed workers

If your employer cannot cover staff costs due to COVID-19, they may be able to access support to continue paying part of your wage, to avoid redundancies.

If your employer intends to access the Coronavirus Job Retention Scheme, they will discuss with you becoming classified as a furloughed worker. This would mean that you are kept on your employer’s payroll, rather than being laid off.

To qualify for this scheme, you should not undertake work for them while you are furloughed. This will allow your employer to claim a grant of up to 80% of your wage for all employment costs, up to a cap of £2,500 per month.

You will remain employed while furloughed. Your employer could choose to fund the differences between this payment and your salary, but does not have to.

If your salary is reduced as a result of these changes, you may be eligible for support through the welfare system, including Universal Credit.

We intend for the Coronavirus Job Retention Scheme to run for at least 3 months from 1 March 2020, but will extend if necessary.”  Excerpt from gov.uk

The scheme is available to all organisations with no restriction on size or type. However, it is only intended to cover organisations who cannot cover staff costs due to COVID 19. It is not known what an organisation will need to show in order to qualify. Employers will need to submit their information to the government via an online portal. More information will follow regarding this.

Organisations will be able to claim for any employee on the PAYE system.

It is likely that contracts which contain the right to lay-off employees on unpaid leave can also be used to designate furlough workers. If contracts do not contain a right to unpaid lay-off, organisations can ask the employee to agree to become a furlough worker.

The finer details of this scheme are not yet known and we shall update further when we know more.

What do I need to consider if my employees are working from home?

The CIPD (2020) have identified the following top ten tips for employers regarding homeworking:

  1. Review your homeworking policy. Make sure it addresses how employees will be supervised, how the organisation and line managers will communicate with them and how performance and output will be monitored.
  2. Confirm employee rights.Homeworkers must be treated the same as office-based staff, with equal access to development and promotion opportunities.
  3. Confirm contact methods and regularity. Advise homeworkers to establish when and how they will have contact with their manager; reporting in at regular times can also help combat isolation and stress.
  4. Providing equipment.There is no obligation for employers to provide computer or other equipment necessary for working at home, although, given the latest Government advice, employers should do what they can to enable home working.
  5. IT and Broadband.Employers should confirm in the contractual arrangements if the employee is expected to cover the broadband cost (plus heating and lighting) or if the employer will contribute towards these costs and, if so, to what extent.
  6. Think about health and safety obligations. Employers are responsible for an employee’s health, safety and welfare, even when working from home.
  7. Carry out risk assessment.Employers should usually conduct risk assessments of all the work activities carried out by employees those working from home.
  8. Review working time and length of period.Will employees need to be available for work during strict office hours or work a specified a set number of hours per day?
  9. Clarify salary, benefits, insurance, tax.Salary and benefits should obviously remain the same during a period of homeworking, although changes to expenses may be appropriate if normal travel expenses and allowances are no longer needed.
  10. Data protection.Employers should make sure data protection obligations are maintained and employees using their own computer should still process information in compliance with data protection principles.

How can we help? Contact us by clicking on this link

For more information and guidance on any of the issues mentioned, please contact Embrace HR through our contact form here.

KEEP WELL EVERYONE. KEEP SAFE.

Embrace HR Team

23 March 2020


If you would like to discuss this or any HR subject further  please contact our Team at Embrace HR Limited.

If you would like to receive our quarterly newsletter, please sign up here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports SMEs and care packages who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and London.

Embrace HR Aylesbury work stress

BUSINESS OWNERS AND MANAGERS

How can we help?

Stop Press: We’ve listened to the Prime Minister and Chancellor’s speech this afternoon on the Coronavirus UK latest. Significant measures are being put in place for businesses to provide economic support so that many employers may consider keeping on employees. We will update ourselves on the offers but we understand that HMRC will be the place to go. We will keep you up to date as far as we are able.

The Press are asking questions and the PM, Chancellor and others are responding.

Tonight businesses such as cafes, restaurants, gyms, will have to close. Take-aways will still operate. Many of the staff working in these businesses are on zero hours contracts. This means that they do not have contractual hours or pay. The Chancellor says that they are part of the plan to cover their pay through grants to cover up to 80% of pay up to £2,500 per month.

If you missed it, here is the PM and Chancellor’s live conference with summary.

https://www.bbc.co.uk/news/live/world-51969508

STAY SAFE. KEEP WELL.

There is so much information out there that it’s difficult to know what to do for the best.

We’re offering a FREE 30 minute consultation to discuss with us your people concerns

  • Lay off and short-term working
  • Working from home
  • Looking after family
  • Keeping well

Here is some brief information to consider. Always talk to your employees as they may suggest something different.

What you need to do if you place employees on short time working

  • Check the contract – is there an allowance for short time working
  • Agree with your member of staff that they will accept shorter working hours, the options may be a that there is a lay off or redundancy situation
  • Agree the reduction in pay
  • Ensure you have agreement in writing
  • This is where you can check further information on gov.uk or the CIPD fact sheet
  • If you need further help contact us

What you need to do if you lay off your employees

  • Check the contract – is there an allowance for lay off
  • Consult and agree with your staff that you will lay them off
  • Agree the period of lay off with a caveat that it may be increased
  • Ensure you confirm in writing
  • This is where you can check further information on gov.uk or the CIPD fact sheet
  • Your employees may be eligible for statutory guaranteed pay
  • Your employees may claim redundancy if unpaid for 4 continuous weeks
  • If you need further help contact us

What you need to do if you believe there may be a redundancy situation

  • Consult with your employees, they may discuss other options such as short-time working or layoffs
  • Follow the redundancy process consider whether you will pay in lieu of notice or whether your employees will work their notice
  • Calculate redundancy payments, pay in lieu of notice (PILON), holidays that have not been taken that you will need to pay in lieu
  • If the decision is still to make redundancies ensure that you follow procedural guidelines, information on gov.uk or on the ACAS website
  • Ensure written confirmation of end of contract due to redundancy
  • If you need further help contact us

We are all in this together. If we can help, we will. Embrace HR are working throughout this time.

You may find this information on the BBF (Buckinghamshire Business First) very helpful.

Take care. Keep well.


 Embrace HR Limited is an HR Department based in Aylesbury, Buckinghamshire, working with SME’s and other small employers in the Home Counties and London. 

Our clients have teams up to 35 employees and we provide whatever HR support is needed, from recruitment to transactional HR, TUPE, redundancy, and other employee relations processes, contracts and handbooks, policies and much more.

Contact us if you would like more information.

Embrace HR Aylesbury Coronavirus for Employers

Has your business been affected by the Coronavirus, now known as COVID-19? Do you know what to do if an employee is diagnosed, what your responsibilities are for other staff, or are you just not sure what you should be doing and when? Our easy guide will give you some answers…

Coronavirus causes flu-like symptoms and can lead to serious illness and even death. The disease first appeared in the Chinese city of Wuhan in December 2019, and since then has spread around the world.

So far, the number of cases in the UK has proved relatively low (273 out of more than 23,000 people tested), at the time of writing, with two reported deaths. You can keep updated on the ever changing situation here and here.

Companies need to ensure that they know what to do and when, as the virus spreads. According to the government, it is possible that up to 20 per cent of your employees could be absent from work as the spread reaches its peak. For SMEs in particular, this could mean that significant members (and numbers) of your team are not in the workplace. The Government has shared guidance for employers and businesses on their website.

Best practice for employers

Here’s our checklist for your organisation, which is simple and easy to employ:

  • Communicate with your staff so that they know what actions have been put in place in the workplace to keep everyone safe and healthy and your expectations of them.
  • Ensure there are plenty of places to wash hands, with hot water and soap. Remind staff to wash their hands regularly; the BBC have reported one company using an egg timer! Provide hand sanitiser and tissues and encourage the use of both.
  • Educate managers on the symptoms to look out for. Make it clear that anyone with Coronavirus symptoms (cough, fever, breathing difficulties, chest pain) should not come into work until they have contacted 111 (either by phone or online) and received advice.
  • Do you have staff travelling abroad? Consider whether travel is absolutely necessary at this time.
  • Do you regularly plan team meetings or sales conferences? Again, consider whether, in the short term, these could be held by conference phone or video link.

Reducing the risk

The World Health Organisation lists these ways to reduce the risk of infection. We suggest you and your staff follow these not only in the workplace but at home and in public spaces too:

  • Wash hands regularly with soap or use alcohol-based hand rub.
  • Sneeze or cough into a tissue or, worst case, into your elbow. Dispose of tissues into a closed bin.
  • Avoid contact with anyone with cold-like symptoms.
  • Ensure you practise food safety – using different boards for raw and cooked meat, and washing hands between handling.

The virus at work

The question uppermost for most companies is surely ‘What do we do if we have an unwell member of staff at work – and will we have to shut down the workplace if they are diagnosed with Coronavirus?

Current advice states that if the person is unwell and has come back from an area affected by the virus, they should keep 2m away from others, be separated in a room with a closed door, such as a sick bay or office, use a separate toilet and use tissues for coughs and sneezes and dispose of the tissues. They must call NHS 111 on their own mobile device to get advice or contact NHS online at: 111.nhs.uk, or 999 if they are seriously ill.

Should you have an infected employee in your office, you may not necessarily have to close down your workplace. After the individual has contacted NHS 111, you will be contacted by the local Public Health England (PHE) health protection team who will give further advice on assessment of the risk. You can refer to PHE’s advice and information online via their website.

Paying the price

What are the rules around sick pay if you have employees who have contracted the Coronavirus or who have to self-isolate?

The government has stated that anyone who has to self-isolate on the advice of NHS 111, or a doctor, (and not just those with confirmation of the virus) will receive statutory sick pay, or contractual sick pay if it is offered within your company, from day one.

Normally, you would require a fit note (formerly a sick note) after seven days of illness, but if the staff member is self-isolating this will not be possible, so as a company you will have to be flexible about this.

If you ask an employee not to come into work (because they have been to a high-risk area, for example), then they should be paid as usual. Currently, all travellers returning from China, northern Italy and South Korea, Japan, Macau, Malaysia, Singapore, Taiwan, Thailand, Cambodia, Laos, Myanmar, should self-isolate if they have a cough, high temperature or shortness of breath (even mild symptoms).

If you have staff returning from ‘lock-down’ areas – currently listed as: Northern Italy, Hubei province in China, Iran, and special care zones in South Korea, they should self-isolate regardless of whether they are showing symptoms or not.

You also need to consider your policy if an employee needs to take time off to look after a sick dependant or a child who is at home because their school has closed because of the Coronavirus. Ensure you know what your workplace policy is with regards to paid time off, family leave, or allowing staff to take any extra days as holiday.

What does ‘self-isolate’ mean?

You can direct a member of your staff who needs to self-isolate to the NHS website, which confirms the dos and don’ts during the 14-day period, including for those in shared accommodation.

What should I do in self-isolation?

Self-isolation means staying at home for 14 days, not going to work, school or other public places, and avoiding public transport or taxis, says Public Health England.

Common-sense steps include staying in a well-ventilated room with a window that can be opened. keeping away from other people in your home, and asking for help if you need groceries, other shopping or medication. It’s ok to have friends, family or delivery drivers drop off supplies to get you through the two weeks, but you shouldn’t have any visitors, PHE says. You can also have deliveries left on the doorstep.

Working from home

This is also a good time to look at your policy about working from home. You may have staff who do not want to come into work for a variety of reasons. They may be concerned about being in areas with high numbers of people – on the commute for instance. Try to be flexible if possible. Could you, for instance, allow them to come in earlier or later to avoid the rush hour?

As a good employer you should listen to their concerns. Make sure they know what has been put in place at work to ensure health and safety, but you must consider the wider health issues that could put your employee at a higher risk than normal. Those at particular risk may have suppressed immune systems, be pregnant, have respiratory issues, be older, or be living with long-term conditions such as diabetes, cancer and chronic lung disease. You may have to move them from high-risk sites (where they have contact with members of the public) or enable them to work remotely. Remember that employers have special responsibilities for pregnant or disabled staff.

There is no need to panic, but it is also wise to plan for a worst-case scenario, where staff members are unable to come into the office. For instance, make sure that office-based staff are able to use work chats, conference calls and can gain access to work servers (for files and emails) while working from home.

Need more advice?

If you need more advice than we have provided here, employers have access to a free ACAS helpline and to find more information for employers on the website, visit www.acas.org.uk/coronavirus.

Stop Press

The chancellor of the exchequer has announced £7 billion of extraordinary measures to help support businesses and individuals who will be affected by the covid-19 coronavirus outbreak in his first Budget. Click here to learn more.

If you would like to discuss this subject further and find out how we could help you comply with regulations, please contact Cecily Lalloo at Embrace HR Limited.

T: 01296 761 288 or contact us here.

If you would like to receive our quarterly newsletter, please sign up here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports business owners who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and also SMEs based in London.

Embrace HR Aylesbury legislation

As April draws closer, we are preparing for several changes that will come into effect during the 1st week of the month…

Employment Law Actions

Statement of Terms and Conditions of Employment

There are several changes taking place to the Statement of Terms and Conditions of Employment which is given to new employees or workers to form their contract with their employer. In addition to the existing criteria the statement will also need to contain information on the following:

  • Details regarding the days of the weeks the person will be working and whether or not these will be variable
  • Details of any paid leave in addition to annual leave and sick leave
  • Details of any other benefits not included elsewhere in the statement
  • Details of any probationary period and the conditions associated with it
  • Details of any training entitlement which will be provided by the employer
  • Details of any part of that entitlement which will be compulsory
  • Particulars of any other compulsory training which the employer will not pay for

In addition, employees will have the right to receive their Statement of Terms and Conditions on the first day of employment; previously this entitlement was within two months of their start date.

Lastly casual workers (also known by some as bank workers) will now be entitled to receive a Statement of Terms of Conditions.

Calculating Holiday Pay

At the moment the average holiday pay for atypical contracts (variable hours and variable pay), is based on a 12-week reference period which includes overtime and variable hours. This is going to be extended to a 52-week reference period which means the average holiday pay for a employees and workers will be based on the number of hours worked over a rolling year.

Break in Continuous Service

The amount of continuous employment an employee has accrued is important for working out their employee rights, for example the right to claim unfair dismissal after two years’ service. Previously if an employee left their employer and didn’t return until after one week, they would be deemed to have had a break in their continuous service. However, the qualifying period for a break in service is going to be extended from 1 week to 4 weeks. This means that if employees do not have a break of 4 weeks, their continuous service will count from the start of their previous contract. This will make it easier for temporary workers to have continuous employment and mean that they are more likely to qualify for various employee rights. This will particularly impact staff moving from bank (casual) to permanent positions or vice versa.

Parental Bereavement Leave

Parents and primary carers will be entitled to two weeks’ leave following the death of their child under the age of 18; or a still birth after 24 weeks of pregnancy. Employees with 26 weeks’ service or more will be entitled to two weeks statutory pay and other staff will be entitled to unpaid leave.

VE Day 2020

The early May bank holiday has been moved from Monday 4th May 2020 to Friday 8th May 2020 to celebrate the 75th Anniversary of VE Day.

Statutory Pay Rates

The National Minimum Wage (NMW) and National Living Wage (NLW) will increase from 1st April 2020:

National Minimum Wage

 

2019 2020
Employees over 25 years £8.21 £8.72
Employees aged 21-24 years £7.70 £8.20
Employees aged 18-20 years £6.15 £6.45
Employees aged under 18 years £4.35 £4.55
Apprentices £3.90 £4.15

Other Statutory Pay Increases:

  • Maternity, Adoption, Paternity, Shared Parental Leave pay is increasing to £151.20 on 5th April 2020.
  • Statutory Sick Pay is increasing to £95.85 on 6th April 2020.

Brexit

Embrace HR can offer specific advice to businesses in relation to how their employees will be affected by Brexit. Please contact us for more information.

Current Coronavirus news

Embrace HR can offer specific advice to businesses in relation to managing employees affected by Coronavirus. Please contact us for more information.

This link takes you to the ACAS website that sets out general advice to employers: https://www.acas.org.uk/coronavirus

Our Services

Embrace HR offers a range of services to help you manage and support the people working with you. We will not only ensure that you are legally compliant but also ensure that you have the best processes in place for the motivation and performance of the people working for you. Some of the services we provide are: recruitment, onboarding, disciplinary and grievance, family leave, performance management, engagement, management development. We work with BreatheHR to provide Cloud based HR Software.

If you would like to discuss these matters further and how it could help your business, please contact Cecily Lalloo at Embrace HR Limited.

T: 01296 761 288 or contact us here.

If you would like to receive our quarterly newsletter, please sign up here.

Based in Aylesbury, Buckinghamshire, Embrace HR Limited supports business owners who do not have their own HR department or those that do but need help from time to time. We also work across the Home Counties of Oxfordshire, Bedfordshire and Hertfordshire, and also SMEs based in London.