Issue Date: 01st August 2025

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EMPLOYEE HANDBOOK

 

INTRODUCTION

 

Phillips Payroll provides fully managed payroll and workforce management services to the recruitment industry. We employ temporary workers on behalf of our clients to ensure they receive correct, compliant and timely payment.

Our services cover every stage of the onboarding and pay process, including:

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• employment verification and Right to Work checks

• assignment processing and worker onboarding

• tax and National Insurance deductions

• CIS verification and returns (where applicable)

• payslip production and payment processing

• support for agencies, Clients and workers throughout assignments

 

We operate PAYE (Umbrella and PEO), CIS and Limited Company models in accordance with all relevant HMRC, employment law and intermediary legislation. Our commitment is to provide a transparent, fully compliant service to both recruitment agencies and their workers.

The company reserves the right to change its terms & conditions and employment policies from time to time. You will be notified at the earliest opportunity of these changes by way of general notice to all employees affected by the change. Where a contractual change in your terms and conditions of employment results in a change to your written statement of particulars of employment, we will give you a written statement of the change at the earliest opportunity.

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GENERAL

 

As an umbrella employee, you are employed by Phillips Payroll but you perform day-to-day work under the direction and supervision of the Client. Understanding how this relationship works is essential for maintaining compliance, safety, professionalism and assignment continuity.

You are expected to adhere to any policies and procedures implemented at the Client’s premises, including but not restricted to smoking, alcohol, drugs etc.

 

You are required to attend the Clients premises or their designated location at the times stated in your assignment schedule and are required to work for the agreed number of hours stated. Failure to attend or to complete the required hours could result in disciplinary action being taken against you.

 

You should comply at all times with the Client‘s requirements for GDPR and computer security which applies in respect of all operations including email and internet access as carried out under the terms of your Assignment. You are required to ensure that you advise the Client of any breaches or potential breaches in security that you become aware of.

 

When you are on Assignment you are a representative of both the Company and the Client and therefore you should ensure that your behaviour is always appropriate and professional.

 

Once you have completed the qualifying 12-week probationary period under the Agency Worker Regulations (AWR), you will have entitlement to the same conditions relating to the duration of working time, night work, rest periods, rest breaks and annual leave as if you had been employed or engaged directly in the same job by the relevant end user client.

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RIGHT TO WORK IN THE UK

 

The Company is required to comply with UK immigration law. In particular, under the asylum immigration and nationality act 2006 (as amended) the Company may be penalised if it fails to carry out the appropriate checks on rights of its staff to work in the UK. As a result, prior to commencing employment and engagement and throughout your employment or engagement by the Company you must be:

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• entitled to work in the UK; and

• able to produce the appropriate visa and/or other documentary evidence of the right to work in the UK.

 

Should you lose the right to work in the UK, you must inform the Company immediately. Equally, if you are unable to produce documentary proof of your right to work in the UK, the matter will be referred for investigation under the Company Disciplinary Policy and you may be subject to summary dismissal.

The company may make use of the service provided by the UK Border Agency online checking tool (https://www.gov.uk/legal-right-work-uk) to check on your right to work in the UK. Where it is relevant, and if requested, you must provide the Company with a “right to work share code” issued to you by the UK border agency.

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ATTENDANCE AT WORK

 

Any assignment that you undertake whilst in the employment of the Company will be for a specific time period and, from time to time, for specific hours. Therefore, should you require time off from work you should give as much notice as possible. If you are unable to give advance notice you should ensure that you contact the Company and the Client to advise your absence by no later than 10am on the day in question.

 

If your period of absence will extend beyond one day you should ensure that you contact the Company and the Client by no later than 10am on each day that you are absent. If you are unable to personally contact the Company or Client you should ensure, wherever possible, that someone telephones on your behalf.

If your explanation for absence is deemed to be unsatisfactory by the Client, the Company reserves the right to deduct an appropriate amount from your salary.

 

If you are absent repeatedly or for prolonged periods the Company reserves the right to receive a full and detailed explanation and, where appropriate, medical evidence and subsequent disciplinary action may be taken against you.

 

If you are absent from work due to sickness you may be entitled to statutory sick pay (SSP). To qualify you must meet the following criteria:

 

• You must be sick for at least 4 or more days in a row (inc. weekends & bank holidays)

• Earn, before tax and National Insurance an average of the Lower Earnings Limit for National Insurance Contributions (NIC). The amount you need to earn is lower than the amount when you must start paying NICs.

 

SSP is a daily payment and is usually paid for the days that you would normally work. The days that you would normally work are known as Qualifying Days (QDs). SSP is not paid for the first four days (including non-working days). SSP is payable as detailed on the government website at https://www.gov.uk/statutory-sick-pay.

 

If you are sick for up to seven days you must provide a self-certification certificate on the day you return to work, which can be obtained from your point of contact at Phillips Payroll. Absences of longer than seven days must be supported by a doctor’s certificate as must any further periods of continued absence. Failure to provide a certificate may result in the non-payment of statutory sick pay.

The Company reserves the right to have you examined by a doctor of their own choosing and at their own expense and we also reserve the right, with your permission, to request a medical report from your doctor.

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CONFLICT OF INTEREST

 

You should not, directly, or indirectly, engage in, or have any interest, financial or otherwise, in any other business enterprise, which interferes or is likely to interfere with your independent exercise of judgement in Phillips Payroll’s best interest.

Generally, a conflict of interests exists when an employee is involved in an activity:

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• which provides products or services directly to, or purchase products or services from Phillips Payroll

• subjecting the employee to unreasonable time demands prevent the employee form devoting proper attention to his or her responsibilities to Phillips Payroll

• which is so operated that the employee’s involvement with the outside business activity will reflect adversely on Phillips Payroll.

 

Should you be in any doubt as to whether an activity involves a conflict, you should discuss the situation with your point of contact at Phillips Payroll.

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STANDARDS OF PERFORMANCE AND BEHAVIOUR AT WORK

 

Appearance

 

You are expected to always dress appropriately in relation to your assignment and role, and to ensure that your personal hygiene and grooming are properly attended to prior to presenting yourself at work.

 

Confidentiality

 

It is a condition of your employment that you have a duty of confidentiality with regards to the company and any companies you are assigned to.

 

During your employment, you may find yourself in possession of sensitive information, the disclosure of which could be construed as a breach of confidentiality. It is a condition of your employment that you have a duty of confidentiality to the Company, and you must not discuss any Company sensitive or confidential matter whatsoever with any outside organisation including the media.

Any such breach of confidentiality would be deemed as gross misconduct except as otherwise provided or as permitted by any current legislation (e.g., the UK Public Interest Disclosure Act 1998) and could lead to your dismissal.

 

BRIBERY AND OTHER CORRUPT BEHAVIOUR

 

The Company has a strict anti-bribery and corruption policy in line with the Bribery Act (2010). A bribe is defined as: giving someone a financial or other advantage to encourage that person to perform their functions or activities improperly or to reward that person for having already done so.

 

If you bribe (or attempt to bribe) another person, intending either to obtain or retain business for the company, or to obtain or retain an advantage in the conduct of the company's business this will be considered gross misconduct. Similarly accepting or allowing another person to accept a bribe will be considered gross misconduct. In these circumstances you will be subject to formal investigation under the Company’s disciplinary procedures, and disciplinary action up to and including dismissal may be applied.

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DATA PROTECTION AND ACCESS TO DATA

 

Aim and scope of policy

 

This policy applies to the processing of personal data in manual and electronic records kept by the Organisation in connection with its human resources function as described below. It also covers the Organisation’s response to any data breach and other rights under the General Data Protection Regulation and current Data Protection Act.

This policy applies to the personal data of job applicants, existing and former employees, apprentices, volunteers, placement students, workers and self-employed contractors. These are referred to in this policy as relevant individuals.

“Personal data” is information that relates to an identifiable person who can be directly or indirectly identified from that information, for example, a person’s name, identification number, location, online identifier. It can also include pseudonymised data.

“Special categories of personal data” is data which relates to an individual’s health, sex life, sexual orientation, race, ethnic origin, political opinion, religion, and trade union membership. It also includes genetic and biometric data (where used for ID purposes).

“Criminal offence data” is data which relates to an individual’s criminal convictions and offences.

“Data processing” is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

The Organisation makes a commitment to ensuring that personal data, including special categories of personal data and criminal offence data (where appropriate) is processed in line with GDPR and domestic laws and all its employees conduct themselves in line with this, and other related, policies. Where third parties process data on behalf of the Organisation, the Organisation will ensure that the third party takes such measures in order to maintain the Organisation’s commitment to protecting data. In line with current data protection legislation, the Organisation understands that it will be accountable for the processing, management and regulation, and storage and retention of all personal data held in the form of manual records and on computers.

 

Types of data held

 

Personal data is kept in personnel files or within the Organisation’s HR systems. The following types of data may be held by the Organisation, as appropriate, on relevant individuals:

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• name, address, phone numbers - for individual and next of kin

• CVs and other information gathered during recruitment

• references from former employers

• National Insurance numbers

• job title, job descriptions and pay grades

• conduct issues such as letters of concern, disciplinary proceedings

• holiday records

• internal performance information

• medical or health information

• sickness absence records

• tax codes

• terms and conditions of employment

• training details.

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Relevant individuals should refer to the Organisation’s privacy notice for more information on the reasons for its processing activities, the lawful bases it relies on for the processing and data retention periods.

 

Data protection principles

 

All personal data obtained and held by the Organisation will:

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• be processed fairly, lawfully and in a transparent manner

• be collected for specific, explicit, and legitimate purposes

• be adequate, relevant and limited to what is necessary for the purposes of processing

• be kept accurate and up to date. Every reasonable effort will be made to ensure that inaccurate data is rectified or erased without delay

• not be kept for longer than is necessary for its given purpose

• be processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisational measures

• comply with the relevant data protection procedures for international transferring of personal data.

 

In addition, personal data will be processed in recognition of an individuals’ data protection rights, as follows:

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• the right to be informed

• the right of access

• the right for any inaccuracies to be corrected (rectification)

• the right to have information deleted (erasure)

• the right to restrict the processing of the data

• the right to portability

• the right to object to the inclusion of any information

• the right to regulate any automated decision-making and profiling of personal data.

 

Procedures

 

The Organisation has taken the following steps to protect the personal data of relevant individuals, which it holds or to which it has access:

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• it appoints or employs employees with specific responsibilities for:

  1. the processing and controlling of data

  2. the comprehensive reviewing and auditing of its data protection systems and procedures

  3. overviewing the effectiveness and integrity of all the data that must be protected.

There are clear lines of responsibility and accountability for these different roles.

• it provides information to its employees on their data protection rights, how it uses their personal data, and how it protects it. The information includes the actions relevant individuals can take if they think that their data has been compromised in any way

• it provides its employees with information and training to make them aware of the importance of protecting personal data, to teach them how to do this, and to understand how to treat information confidentially

• it can account for all personal data it holds, where it comes from, who it is shared with and also who it might be shared with

• it carries out risk assessments as part of its reviewing activities to identify any vulnerabilities in its personal data handling and processing, and to take measures to reduce the risks of mishandling and potential breaches of data security. The procedure includes an assessment of the impact of both use and potential misuse of personal data in and by the Organisation

• it recognises the importance of seeking individuals’ consent for obtaining, recording, using, sharing, storing and retaining their personal data, and regularly reviews its procedures for doing so, including the audit trails that are needed and are followed for all consent decisions. The Organisation understands that consent must be freely given, specific, informed and unambiguous. The Organisation will seek consent on a specific and individual basis where appropriate. Full information will be given regarding the activities about which consent is sought. Relevant individuals have the absolute and unimpeded right to withdraw that consent at any time

• it has the appropriate mechanisms for detecting, reporting and investigating suspected or actual personal data breaches, including security breaches. It is aware of its duty to report significant breaches that cause significant harm to the affected individuals to the Information Commissioner, and is aware of the possible consequences

• it is aware of the implications of international transfer of personal data.

 

Access to data

 

Relevant individuals have a right to be informed whether the Organisation processes personal data relating to them and to access the data that the Organisation holds about them. Requests for access to this data will be dealt with under the following summary guidelines:

• a form on which to make a subject access request is available from your manager. The request should be made to Laura Phillips, Director

• the Organisation will not charge for the supply of data unless the request is manifestly unfounded, excessive or repetitive, or unless a request is made for duplicate copies to be provided to parties other than the employee making the request

• the Organisation will respond to a request without delay. Access to data will be provided, subject to legally permitted exemptions, within one month as a maximum. This may be extended by a further two months where requests are complex or numerous.

 

Relevant individuals must inform the Organisation immediately if they believe that the data is inaccurate, either as a result of a subject access request or otherwise. The Organisation will take immediate steps to rectify the information.

For further information on making a subject access request, employees should refer to our subject access request policy, available from Laura Phillips.

 

Data disclosures

 

The Organisation may be required to disclose certain data/information to any person. The circumstances leading to such disclosures include:

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• any employee benefits operated by third parties

• disabled individuals - whether any reasonable adjustments are required to assist them at work

• individuals’ health data - to comply with health and safety or occupational health obligations towards the employee

• for Statutory Sick Pay purposes

• HR management and administration - to consider how an individual’s health affects his/her/their ability to do their job

• the smooth operation of any employee insurance policies or pension plans.

 

These kinds of disclosures will only be made when strictly necessary for the purpose.

 

Data security

 

The Organisation adopts procedures designed to maintain the security of data when it is stored and transported. More information can be found in the data transfer security policy, available from Laura Phillips.

In addition, employees must:

 

• ensure that all files or written information of a confidential nature are stored in a secure manner and are only accessed by people who have a need and a right to access them

• ensure that all files or written information of a confidential nature are not left where they can be read by unauthorised people

• refrain from sending emails containing sensitive work-related information to their personal email address

• check regularly on the accuracy of data being entered into computers

• always use the passwords provided to access the computer system and not abuse them by passing them on to people who should not have them

• use computer screen blanking to ensure that personal data is not left on screen when not in use.

 

We may share your data with:

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• your recruitment agency

• Clients

• HM Revenue & Customs

• pension providers

• professional advisers where legally necessary (auditors, accountants)

 

Personal data relating to employees should not be kept or transported on laptops, USB sticks, or similar devices, unless authorised by Laura Phillips. Where personal data is recorded on any such device it should be protected by:

 

• ensuring that data is recorded on such devices only where absolutely necessary

• using an encrypted system — a folder should be created to store the files that need extra protection, and all files created or moved to this folder should be automatically encrypted

• ensuring that laptops or USB drives are not left lying around where they can be stolen.

 

Failure to follow the Organisation’s rules on data security may be dealt with via the Organisation’s disciplinary procedure. Appropriate sanctions include dismissal with or without notice dependent on the severity of the failure.

 

International data transfers

 

The Organisation does not transfer personal data to any recipients outside of the EEA.

 

Breach notification

 

Where a data breach is likely to result in a risk to the rights and freedoms of individuals, it will be reported to the Information Commissioner within 72 hours of the Organisation becoming aware of it and may be reported in more than one instalment.

Individuals will be informed directly in the event that the breach is likely to result in a high risk to the rights and freedoms of that individual.

If the breach is sufficient to warrant notification to the public, the Organisation will do so without undue delay.

 

Training

 

New employees must read and understand the policies on data protection as part of their induction.

All employees receive training covering basic information about confidentiality, data protection and the actions to take upon identifying a potential data breach.

The nominated data controller/auditors/protection officers for the Organisation are trained appropriately in their roles under data protection legislation.

All employees who need to use the computer system are trained to protect individuals’ private data, to ensure data security, and to understand the consequences to them as individuals and the Organisation of any potential lapses and breaches of the Organisation’s policies and procedures.

 

Records

 

The Organisation keeps records of its processing activities including the purpose for the processing and retention periods in its HR data record. These records will be kept up to date so that they reflect current processing activities.

 

Data Protection Officer

 

The Organisation’s Data Protection Officer is Laura Phillips. Laura can be contacted at laura.phillips@phillipspayroll.com.

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EQUALITY AND DIVERSITY POLICY

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Introduction

 

We are an equal opportunities employer. We are committed to equality of opportunity and to providing a service and following practices which are free from unfair and unlawful discrimination. The aim of this policy is to ensure that no person receives less favourable treatment on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation, or is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance. It seeks also to ensure that no person is victimised or subjected to any form of bullying or harassment.

 

The terms equality, inclusion, diversity and equity are at the heart of this policy. ‘Equality’ means ensuring everyone has the same opportunities to fulfil their potential free from discrimination. ‘Inclusion’ means ensuring everyone feels comfortable to be themselves at work and feels the worth of their contribution. ‘Diversity’ means the celebration of individual differences amongst the workforce. ‘Equity’ means recognising barriers and that some groups are more advantaged than others, and putting measures in place to eliminate these barriers, ensuring equal opportunities for all. We will actively support diversity, equity and inclusion and ensure that our workforce is valued and treated with dignity and respect.  We want to encourage everyone in our business to reach their potential.

 

We value people as individuals with diverse opinions, cultures, lifestyles and circumstances. This policy covers all employees, officers, consultants, contractors, volunteers, casual workers and agency workers and it applies to all areas of employment including recruitment, selection, training, deployment, career development, and promotion. These areas are monitored and policies and practices are amended if necessary to ensure that no unfair or unlawful discrimination, intentional, unintentional, direct or indirect, overt or latent exists.

 

All managers must set an appropriate standard of behaviour, lead by example and ensure that those they manage adhere to the policy and promote our aims and objectives with regard to equal opportunities. Managers will be given appropriate training on equal opportunities awareness and equal opportunities recruitment and selection best practice.

 

The Director has particular responsibility for implementing and monitoring the Equality and diversity policy and, as part of this process, all personnel policies and procedures are administered with the objective of promoting equality of opportunity and eliminating unfair or unlawful discrimination.

 

All employees, workers or self-employed contractors whether part time, full time or temporary, will be treated fairly and with respect. Selection for employment, promotion, training, or any other benefit will be on the basis of aptitude and ability.  All employees will be helped and encouraged to develop their full potential and the talents and resources of the workforce will be fully utilised to maximise the efficiency of the Company.

 

Equality of opportunity, valuing diversity and compliance with the law is to the benefit of all individuals in our Company as it seeks to develop the skills and abilities of its people. While specific responsibility for eliminating discrimination and providing equality of opportunity lies with managers and supervisors, individuals at all levels have a responsibility to treat others with dignity and respect. The personal commitment of everyone to this policy and application of its principles are essential to eliminate discrimination and provide equality and equity throughout the Company.

 

Staff are invited to comment on this policy and suggest ways in which it might be improved by contacting Laura Phillips, Director.

 

Breaches of this policy will be dealt with in accordance with our Disciplinary Procedure. Serious cases of discrimination may amount to gross misconduct resulting in dismissal without notice.

 

If you believe that you have suffered discrimination you can raise the matter through our Grievance Procedure.

 

Our commitment as an employer

 

The Company is committed to:

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• creating an environment in which individual differences and the contributions of our staff are recognised and valued

• everyone is entitled to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated

• providing training, development and progression opportunities to all staff

• understanding equality and inclusion in the workplace is good management practice and makes sound business sense

• reviewing all our employment practices and procedures to ensure fairness and inclusion for all

• taking steps to ensure equity amongst our workforce such as ensuring that our vacancies are advertised to a diverse range of potential candidates and, where relevant, to particular groups that have been identified as disadvantaged or underrepresented in our Company, taking positive action to recruit disabled people and ensuring there are no unlawful barriers to accessing our employment opportunities, training, progression opportunities, benefits and facilities

• diversity in our workforce will be regularly monitored to ensure equal opportunities throughout the Company. Where appropriate, measures will be taken to identify and remove unnecessary obstacles and to meet the special needs of disadvantaged or underrepresented groups

• monitoring and reviewing this policy annually.

 

Our commitment as a service provider

 

The Company is committed to:

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• providing services to which all clients are entitled regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation

• making sure our services are delivered equally and meet the diverse needs of our service users and clients

• taking steps to ensure equity amongst our clients and service users such as removing any unlawful obstacles to accessing our services or facilities. Where appropriate, measures will be taken to identify and remove unnecessary barriers and to meet the special needs of disadvantaged or underrepresented groups

• fully supporting this policy by senior management and ensuring agreement has been reached with employee representatives, if applicable

• monitoring and reviewing this policy annually

• having clear procedures that enable our clients, candidates for jobs and employees to raise a grievance or make a complaint if they feel they have been unfairly treated.

 

Equal opportunity policy statements

 

Age

 

We will:

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• ensure that people of all ages are treated with respect and dignity

• ensure that people are given equal access to our employment, training, development and promotion opportunities and

• challenge discriminatory assumptions about younger and older people.

 

Disability

 

We will:

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• provide any reasonable adjustments to ensure disabled people have access to our services and employment opportunities. If we feel that a particular adjustment would not be reasonable, we will discuss this with you and try to find an alternative solution where possible

• challenge discriminatory assumptions about disabled people and

• seek to continue to improve access to information by ensuring availability of loop systems, braille facilities, alternative formatting and sign language interpretation

• If you are disabled or become disabled, we encourage you to tell us about your condition so that we can support you as appropriate

• We will keep the physical features of our premises under review to consider whether they might place anyone with a disability at a substantial disadvantage. Where necessary, we will take reasonable steps to improve access.

 

Race

 

We will:

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• challenge racism wherever it occurs

• respond swiftly and sensitively to racist incidents and

• actively promote race equality and inclusion in the Company

• take positive action to redress the negative effects of discrimination against everyone

• offer equal access for everyone to representation, services, employment, training and pay and encourage other organisations to do the same.

 

Gender

 

We will:

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• challenge discriminatory assumptions about gender

• take positive action to redress the negative effects of discrimination against everyone

• offer equal access for everyone to representation, services, employment, training and pay and encourage other organisations to do the same and

• provide support to prevent discrimination against transgender people who have or who are about to undergo gender reassignment.

 

Sexual orientation

 

We will:

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• ensure that we take account of the needs of everyone, including the LGBTQ+ communities

• promote positive images of the LGBTQ+ communities

• challenge discriminatory assumptions about the LGBTQ+ communities

• take positive action to redress the negative effects of discrimination against everyone and

• offer equal access for everyone to representation, services, employment, training and pay and encourage other organisations to do the same.

 

Religion or belief

 

We will:

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• ensure that employees’ religion or beliefs and related observances are respected and accommodated wherever possible and

• respect people’s beliefs where the expression of those beliefs does not impinge on the legitimate rights of others.

 

Pregnancy or maternity

 

We will:

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• ensure that people are treated with respect and dignity during pregnancy or maternity leave

• challenge discriminatory assumptions about pregnancy or maternity and

• ensure that no individual is disadvantaged during pregnancy or maternity leave and that we take account of the needs of our employees’ during pregnancy or maternity leave.

 

Marriage or civil partnership

 

We will:

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• ensure that people are treated with respect and dignity regardless of marriage or civil partnership status

• challenge discriminatory assumptions about the marriage or civil partnership of our employees and

• ensure that no individual is disadvantaged as a result of their marriage or civil partnership status.

 

Part time and fixed term work

 

Part time and fixed term staff should be treated the same as comparable full time or permanent staff and enjoy no less favourable terms and conditions (on a pro-rata basis where appropriate), unless different treatment is justified.

 

Equal pay

 

We will ensure that all employees have the right to the same contractual pay and benefits for carrying out the same work, work rated as equivalent work or work of equal value.

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