Chapter 17 Corporate responsibility reporting and assurance

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1 Chapter 17 Corporate responsibility reporting and assurance CORPORATE RESPONSIBILITY REPORTING Corporate responsibility reporting criteria The corporate responsibility (CR) data are prepared in accordance with the reporting criteria and guidelines of the A+ application level of the Global Reporting Initiative (GRI) G3 and the GRI Logistics and Transportation sector supplement as far as relevant to Mail (see Annex 1). Mail will continue to be a signatory of the UN Global Compact and therefore Mail reports on the 10 principles therein. A bridge between the GRI G3 indicators and the principles of the UN Global Compact is made in the GRI G3 index in Annex 1. In addition, the 2003 AA1000 framework is used for identification of stakeholders and integration of the stakeholder process in the reporting process. Definitions used for key performance indicators (KPIs) are defined in Annex 3. KPIs are selected on the basis of interactive stakeholder dialogue and the issues relevant to Mail s operations. CR data is gathered using a questionnaire. All figures are based, accordingly, on the data provided by the reporting entities in Mail through the CR reporting and monitoring tool. Conversion factors are taken from internationallyacknowledged organisations such as the Intergovernmental Panel on Climate Change, the International Energy Agency and the Greenhouse Gas Protocol. Corporate responsibility reporting scope In accordance with TNT s Group Policy on CR Reporting, all companies acquired in any given year are required to report CR data as from the following year. Mail companies that are divested (full or partial sale whereby Mail no longer retains a direct or indirect controlling interest) are excluded from the CR reporting scope for the entire year in which the divestment took place and the comparative is adjusted. In 2010, Mail China was transferred to Express and so the Mail China CR figures are excluded from both the reported 2009 and 2010 figures. Figures are presented in a relative way (using percentages and ratios) to make it possible for readers to monitor and measure progress year-on-year, unless the reporting criteria require absolute figures to be disclosed. CO 2 efficiency indicators are presented relative to the baseline year of 2007 to show progress made towards long-term objectives for CO 2 efficiency improvements. Figures related to absolute CO 2 emissions are all extrapolated to reflect the entire Mail organisation, unless stated otherwise. Extrapolation is done on the basis of FTE coverage or m 2. Mail defines coverage as the number of full-time equivalents (FTEs) working in entities that report data, divided by the total number of FTEs in the CR reporting scope. The data clarification table in Annex 2 shows the coverage per indicator. Mail has taken all reasonable steps to ensure that the CR information in this annual report is accurate. The charts below show the cost structure balance between the fully-owned and majority-owned operations and subcontractors operations. The costs associated with work contracted out (suppliers, agents, subcontractors) increased from 35% in 2009 to 38% in

2 Cost structure balance of operational activities Total Mail Total Mail % 35% 62% 65% contracted out (suppliers, agents, subcontractors) fully owned operations/jv's (including rent and lease contracts and temporary staff) contracted out (suppliers, agents, subcontractors) fully owned operations/jv's (including rent and lease contracts and temporary staff) This annual report includes only CR data from entities that are fully-owned or majority-owned and from those joint ventures where Mail has a controlling interest with respect to corporate responsibility. However, Mail does rely on a large number of subcontractors to perform daily activities. Mail acknowledges its responsibility and therefore reports on the road traffic fatal accidents of its subcontractors, as well as absolute subcontractor CO 2 emissions, which are estimated. Mail CR reporting scope in number of FTE and headcount FTE headcount FTE headcount Mail Total (in CR reporting scope) 36,408 67,925 38,568 70,783 Out of CR reporting scope 3,830 12,488 3,590 11,963 Total Mail (including joint ventures) 40,238 80,413 42,158 82,746 The number of FTEs and headcount included in Out of CR reporting scope are people for whom no CR data is available. These are people on payroll who are not entitled to all the benefits of a Mail employee (1,043 FTE and 8,985 headcount), employees of joint ventures, entities acquired in 2010 and Bio Energy Resources Limited (BERL). CORPORATE RESPONSIBILITY ASSURANCE External CR assurance process Mail (as part of TNT N.V.) has engaged PricewaterhouseCoopers Accountants N.V. (PwC) to provide reasonable assurance on certain CR metrics and limited assurance on all other CR metrics. This assurance work is performed in accordance with the Assurance Standard 3410N Assurance Engagements Relating to Sustainability Reports as drawn up by the professional body of Dutch Accountants (Royal NBA). As part of the external assurance engagement, PwC also makes use of the capacity of the internal audit department of Mail. PwC reviews the findings of all internal audit reports and meets regularly with the management of the internal audit department to discuss any findings. Furthermore, for selected entities, PwC and the internal audit department perform their assurance procedures jointly. Mail s objective is to obtain reasonable assurance on all key performance indicators. In 2010, the assurance scope was extended to include the health and safety indicators on serious accidents and lost time accidents. The CO 2 efficiency index itself is also included in the 2010 assurance scope. PwC provided reasonable assurance on the following indicators: the number of employees and full-time equivalents employed, the percentage of Mail workforce at certified sites, 225

3 the number of workplace fatal accidents and road traffic fatal accidents (excluding subcontractor fatal accidents), the number of serious accidents, the number of lost time accidents and the ratio of lost time accidents per 100 FTEs, the absolute CO 2 footprint of owned operations (scope 1 and 2), CO 2 efficiency index, CO 2 efficiency of buildings, CO 2 efficiency of fleet, split into small trucks and large trucks, and the percentage of sustainable electricity. All data and graphs related to these indicators have been audited and are marked with a triangle ( ). Reasonable assurance is obtained through audit work, while other elements of the report have been reviewed. Review work provides only limited assurance because exhaustive gathering of evidence is not required. Internal control on CR reporting An internal control framework has been designed for the CR reporting processes for the capture and reporting of reliable CR data. In 2010, the framework was implemented at head office level. Implementation of identified internal controls at country level was initiated in 2010 and will be completed in An implemented internal control framework will not only increase the reliability of CR data, but will also enable PwC in its audits to rely more on internal controls and reduce data-oriented audit activities. 226

4 ASSURANCE REPORT To the Board of Management of TNT N.V. REPORT ON THE CORPORATE RESPONSIBILITY CHAPTERS Engagement and responsibilities As explained in chapter 17 corporate responsibility reporting and assurance, we have been engaged by the Board of Management of TNT N.V. ( TNT ) to examine the content of chapters 8, 16 and 17 and the annexes in the annual report (hereafter referred to as: CR chapters ) in which TNT renders account of the performance of its Mail division related to Corporate Responsibility ( CR ) in Our examination consisted of the following combination of audit and review procedures: audit of all data and graphs related to the following key performance indicators: the number of employees and full time equivalents employed, the percentage of Mail workforce at certified sites, the number of workplace fatal accidents and road traffic fatal accidents (excluding subcontractor fatal accidents), the number of serious accidents, the number of lost time accidents and the ratio of lost time accidents per 100 FTEs, the absolute CO 2 footprint of owned operations (scope 1 and 2), CO 2 efficiency index, CO 2 efficiency of buildings, CO 2 efficiency of fleet, split into small trucks and large trucks, and the percentage of sustainable electricity. review of all the other elements of the CR chapters not excluded from our assurance scope. The Board of Management of TNT is responsible for the preparation of the CR chapters. We are responsible for providing an assurance report on the CR chapters. Reporting criteria TNT developed its reporting criteria on the basis of the G3 Guidelines of the Global Reporting Initiative (GRI) as explained in chapter 17 corporate responsibility reporting and assurance. These reporting criteria contain certain inherent limitations which may influence the reliability of the information. The CR chapters do not cover the information for all entities of the Mail division as the CR chapters only include data from Mail entities that are fully-owned or majority-owned and from those joint ventures where Mail has a controlling interest with respect to CR. Detailed information on the reporting scope is given in chapter 17. We consider the reporting criteria to be relevant and appropriate for our examination. For several indicators, the CR chapters are not yet based on full coverage as intended by TNT per its reporting criteria. By including a data clarification table (Annex 2), the coverage of the CR chapters is clarified, showing for each indicator the number of FTEs working in entities that report on that indicator as a percentage of total FTEs. We believe that this limitation with regard to the completeness of the CR chapters, and the reasons for it, are acceptable. Scope and work performed We planned and performed our work in accordance with Dutch law, including Standard 3410N Assurance engagements relating to sustainability reports. Audit procedures focus on obtaining reasonable assurance, substantiated by sufficient and appropriate supporting audit evidence. The audited data are marked with a triangle ( ). Review procedures focus on obtaining limited assurance 227

5 which does not require exhaustive gathering of evidence, therefore providing less assurance than audit procedures. Consequently, we report our conclusions with respect to the audit and review procedures separately. We believe these combined procedures fulfil a rational objective. We do not provide any assurance on the assumptions and feasibility of prospective information, such as targets, expectations and ambitions, included in the CR chapters. Audit procedures With regard to the audited data and graphs, we have gathered audit evidence as follows: performing an external environment analysis and obtaining insight into the industry, relevant social issues, relevant laws and regulations and the characteristics of the organisation, assessing and testing the systems and processes used for data gathering, consolidation and validation, including the methods used for calculating and estimating results, testing the set-up, existence and the effectiveness of the relevant internal control measures during the reporting period, reconciling reported data to internal and external source documentation, examining the existence and validity of certificates issued in respect of the management system standards which have been adopted by TNT, and performing analytical procedures, relation checks and detailed checks. Review procedures Our most important review procedures were: assessing the acceptability and consistent application of the reporting policies in relation to the information requirements of TNT s stakeholders, reviewing internal and external documentation to determine whether the information in the CR chapters is substantiated adequately, validating and testing of the model used for estimating the CO 2 emissions of subcontractors, evaluating the overall presentation of the CR chapters, in line with TNT s reporting criteria, and assessing the application level according to the G3 Guidelines of GRI. We believe that the evidence obtained from our examination is sufficient and appropriate to provide a basis for our conclusions. Conclusion Based on our audit procedures In our opinion all data and graphs marked with a triangle, as mentioned under Engagement and responsibilities, are in all material respects presented reliably and adequately, in accordance with TNT s reporting criteria. Based on our review procedures With respect to the other elements of the CR chapters not excluded from our assurance scope, nothing has come to our attention that would cause us to conclude that the CR chapters, in all material respects, do not provides a reliable and adequate presentation of the CR policy of TNT or of the CR related performance of its Mail division during the reporting year, in accordance with TNT s reporting criteria. Amsterdam, 21 February 2011 PricewaterhouseCoopers Accountants N.V. Original has been signed by drs. R. Dekkers RA 228

Chapter 9 Corporate responsibility reporting and assurance

Chapter 9 Corporate responsibility reporting and assurance CORPORATE RESPONSIBILITY REPORTING Corporate responsibility reporting criteria The corporate responsibility (CR) data are prepared in accordance