Guide to managing Volunteer Reserve Forces and Veterans - Our Tesco


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Guide to managing Volunteer Reserve Forces and Veterans December 2015

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Internal, Guide to managing Volunteer Reserve Forces and Veterans, Page 1 of 5 December 2015

We are proud that many of our colleagues are serving members of the armed forces and want to be as supportive as possible so that they can combine both their Tesco career with their role as a Reservist. This pack is to support managers and the People function when managing colleagues who ask for time off under the Volunteer Reserve Forces and Veterans policy.

All members of the Reserve Forces undergo rigorous training which develops key skills like leadership, teamwork, organisation, and keeping calm under pressure. These skills form the foundations of not only an invaluable Reservist, but also an invaluable member of your team. The average Reservist receives training in transferrable skills which could cost a company over £9,000 per year to implement. So, the more your Reservist colleague takes advantage of these opportunities, the greater their value to our business. Teamwork, self-confidence, leadership qualities and experience of other cultures are attributes which many Reservists develop. Undergoing training and serving on duty in the field also develops resourcefulness, perseverance and the ability to improvise in difficult circumstances. Reservist training teaches individuals how to lead, as well as how to work in a team, solve problems, communicate, present ideas, and organise complex events or processes. This encourages reliability and integrity, developing confidence in abundance.

Coding the time off    

HRAM (stores) - use the PA500 Public Duties filed and use the free text field to say ‘Reservist Training’. ETHAF (stores, office, DC management) - use ‘C’ code (no free text) WFC (distribution) - clock colleagues in and out for the day. The manager must complete a ‘Freeform’ to report the colleague is on ‘Reservist Training’. Tesco Bank: - LOA leave of absence, action reason: Military Service.

Processing the deduction from salary 1.

Once the colleague has returned to work, ask them to bring you their payslip from the Ministry of Defence which will show how much military salary they were paid for their two week training period. They may not be able to do this for up to a month following their training.

2.

Identify which training days fell on their working days, and therefore how much they were paid for those days. This should be totalled as a gross amount which should be reported to payroll to deduct from their salary (as per step 3).

3.

Complete the ‘Additional Payments and Deductions Form’ with the GROSS amount to be deducted from the colleague’s wages. Please fill the form in and state: ‘Please deduct £x amount gross from colleague X’s pay for Reservist Training’.

The form can be found in the following locations: Stores except Express HRAM & ETHAF: MyActions Express stores: Host Distribution: Top 1500 drive in the Central Payroll folder Office: Payroll Administration Hub folder Internal, Guide to managing Volunteer Reserve Forces and Veterans, Page 2 of 5 December 2015

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HRAM (stores) - use the PA500 Public Duties field and use the free text field to say ‘Reservist Leave’ or ‘Specialist Appointment’. ETHAF (stores, office & DC management) - use ‘C’ code (no free text) WFC (distribution) - just clock colleagues in and out for the day. The Line Manager needs to complete a ‘Freeform’ to report the colleague is on ‘Reservist Leave’ or ‘Specialist Appointment’.

The colleague should remain on the existing payroll until the People Manager is notified by the Ministry of Defence that their military salary has started. Once this confirmation has been received the colleague should be transferred to a central payroll as follows:    

HRAM (stores) - keep the same branch number but should use the transfer code C7 and add in the Special Instruction field ‘Reservist transfer’. ETHAF (stores, and DC management) - use the Host proforma ‘Transfer’ and add in the Special Instructions field ‘Reservist transfer’. WFC (distribution) - complete the Host proforma ‘Dist. Trans. and Perm. Changes’ and add in the Special Instructions field ‘Reservist transfer’. OPS (office) - use OPS job detail changes, leave of absence code ‘military service’ and complete the OPS ‘Transfer form‘ stating ‘Reservist Transfer’.

If the colleague has not already provided it, ask them for their Reservist ID card, and then place a copy of it in their personnel file. Arrange to meet with them so that you can discuss their leave dates, and then try to accommodate their request. If there is a particular business reason which means that you can’t grant them the leave (such as late notice), you can decline it and arrange a suitable alternative date.

Mobilisation These colleagues have to be accommodated unless their absence could cause a significant operational impact to the business. In these rare and exceptional circumstances Tesco have the right to seek an exemption or deferral of the call-out. If this is the case then the People Manager should discuss the issues with the People Manager Group (stores), People Business Partner (office), Stream People Manager (distribution) and complete the relevant form in the Employer’s Pack. If the colleague is to be mobilised, discuss how the role will be covered with the People Manager and whether we should apply for financial assistance (see below). Process the colleague’s leave correctly through payroll, and if the leave was for reservist training, arrange to follow up with the colleague once they have returned so that you can calculate the deduction from salary. The People Manager should send a letter to the Reservist before they leave for a period of mobilisation, confirming the agreed date they will finish work.

Internal, Guide to managing Volunteer Reserve Forces and Veterans, Page 3 of 5 December 2015

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Discuss their mobilisation dates and whether they would like to take any earned holiday before they leave. Discuss how their role will be covered while they are away and whether there is an opportunity for a handover. Set a date to complete a Progress Review with the colleague before they leave. Ask them for their new contact details and confirm what contact they are comfortable with while they are away. Ask them for their Next of Kin details. Agree what will happen with any company property such as a laptop during their mobilisation. Explain what will happen with their pay and benefits. Check that they have assigned a second Privilegecard to their spouse or partner. Check whether they have any questions and if there are questions you cannot answer ensure you go back to them when you have answers. Take notes of actions and agreements during the meeting and brief the People Manager, then place the notes in the colleague’s personnel file.

The Employer’s Pack contains:  





A Call-Out Notice which is a legal document from the Ministry of Defence notifying the company of the Reservist’s mobilisation. This should be placed in the colleague’s personnel file. An Employer’s Consent Form which should be completed by the People Manager and sent back to the Ministry of Defence. If you wish to appeal against the Reservist’s call-out, the necessary business case must be prepared and sent to the Ministry of Defence. A Pensions Contributions Form which should be sent to the Pensions Team by the People Manager so that the Pensions team can liaise with the Ministry of Defence regarding the colleague’s pension contributions. Details of financial assistance which is available and how to claim. The People Manager should complete these forms if appropriate.

Where possible, replace your colleague with someone on a temporary basis.

Permanent offers should only be offered where it is difficult to recruit temporary cover. Please seek advice from your People Manager.

Tesco can claim some compensation for any additional costs incurred as a result of a colleague being mobilised. The Employer’s Pack will include details of how to apply for compensation for the following:

Internal, Guide to managing Volunteer Reserve Forces and Veterans, Page 4 of 5 December 2015

Additional Costs:

- There is a maximum daily amount that can be claimed - Overtime if you use other colleagues to cover the work of the Reservist - Any costs of hiring temporary replacement in excess of the Reservist’s earnings - Travel, accommodation and subsistence payments if you have to transfer someone from another part of the country to cover the work of the Reservist

Non-recurring costs:

- Any one-off costs incurred in replacing the colleague such as advertising costs and/or agency fees

Re-training: properly

- The cost of re-training the colleague once they return in order to carry out their duties

The People Manager should complete the form and submit the appropriate evidence as described in the Employer’s Pack.

Keep in touch with your colleague regularly by emailing them or perhaps by sending them a copy of the Tesco ‘t’ magazine from time to time. This can make the world of difference to your colleague and will mean that they are much more likely to integrate better when they return. It will also demonstrate your commitment and support for them, and helps reinforce your relationship, as well as allowing other people at work to know what their Reservist colleague is doing. Plus, the Reservist can be kept up to speed with developments back at work. Should you move on to another area during the time your Reservist is away, it would be good to let them know and to give them the name of their new contact. Please make sure that you tell your replacement about them.

Please contact your payroll clerk in Tesco Bengaluru at least two weeks before the return date so that they can action the colleague back from the Reservist payroll at the right time. Your colleague will have had their statutory holiday entitlement from the Ministry of Defence but will still be entitled to their additional Tesco contractual holiday when they return. They can take these extra days in the same holiday year in which they return. Once your colleague has returned to the business, talk to them about the holidays they have left to take and then inform your pay clerk in Tesco Bengaluru of the number of days holiday they have remaining. The People Manager should write to the colleague before they return to confirm the agreed date.

Internal, Guide to managing Volunteer Reserve Forces and Veterans, Page 5 of 5 December 2015