Client Administration Guide

Transcription

1 Client Administration Guide

2 Contents CONTENTS OVERVIEW DOCUMENT HISTORY DEFINITION OF TERMS ONLINE HELP LOGIN TO THE HR4UK PORTAL UNABLE TO LOGIN CLIENT DASHBOARD CREATING A NEW EMPLOYEE EDITING AN EXISTING EMPLOYEE Personal Details tab Renumeration tab Working Hours & Breaks tab Holidays & Sick Pay tab Contract tab Next of Kin tab Financial tab Documents tab Training and Qualifications tab History tab GROUP MANAGEMENT HANDBOOK ADMIN SETTING THE VISITOR CODE HELP MENU GUIDANCE NOTES HOW TO

3 Overview This document is meant to act as a guide for the user to perform the most common tasks on the HR4UK web-based system, known as econnect, launched in May This document is likely to evolve and update as new features are added to the system. Document History This section records document updates. Date Version Comment Author 24 th May 2018 v1.0 Initial Version of Document RL 10 th July 2018 v1.1 Minor changes and addition of Document History RL 19 th July 2018 v1.2 Manual reformat and update to additional features MB 23 rd August 2018 v1.3 Feature Fixes and Removal of Reminder Service MB 3

4 Definition of Terms The following table should help the user understand the terminologies used in this document. Term Administrator Client Client Administrator Client Portal Employee Employee Portal Group Administrator Handbook Portal System Administrator User Description A user of the Admin Portal with all permissions except the ability to create Administrators in the Admin portal. In respect to HR4UK, the client is a customer who manages their HR using the system. The client user with the most access, typically the person(s) responsible for HR/Personal The web site used by clients (HR4UK clients) to manage their own employees An employee of the client The web site for client employees to logon and access HR information relevant to themselves as an employee of a client A client user with less access than the client administrator, but has the ability to maintain other employees in the same group The web site to publish a company s handbook accessible to employees and the public if they have the authentication code A user of the Admin Portal with all permissions including creating new Administrators and System Administrators A generic term for anyone who can login to any of the portals Online Help The following icon can be found in the portal. This indicates that further information is available by clicking the icon. 4

5 Login to the HR4UK Portal The econnect portal is a secure web-based system which is available using a web browser visiting the URL ( or clicking the login button from the main HR4UK website. Unable to Login To login, you need a valid address (username) and a valid password. For existing users, these will be the same details as the old system. For forgotten password or want to update the password, click Forgot your password from the login page, enter your and then follow the link in the received. Note you may need to check your Junk or Spam folders for the . 5

6 Client Dashboard Upon successful login, the following information is displayed: Main Menu and Help Menu Employee Admin box that contains the number of active and inactive employees, Notification, System Notices, and Activity Stream. 6

7 Creating A New Employee The following steps will guide the user through the process of creating a new employee in the econnect Client Portal. 1. Login to econnect as an Administrator as shown above. 2. Once authenticated, click 'Employee Admin' in the Main Menu, then the 'Manage Employees' button as shown below 3. This will now show a complete list of all employees in the organization. For large organizations, Groups may be used which is covered later in this guide. 7

8 4. You can also search for an employee using their First Name, Last Name, address, or Position. 5. Click 'Add New Employee'. The Personal Details tab SHOULD be completed. a. First Name & Last Name b. Date of Birth can be entered manually or with the date picker. Repeatedly hit the date on TOP CENTER to change month, year, or decades. c. Address d. this is required to allow employees to login to any of the HR4UK systems including the Client Portal and Handbook and, in the future, will provide access to other services. Employees with recorded Address will have a SEND INVITE button at the bottom of the Personal Details tab. This will send an Activation to the employee that enables him/her to login to the portal. Follow the link to complete registration. 8

9 e. Group this is where the employee record belongs. f. User Permissions this controls the amount of access a given employee has Client Administrator typically given to the HR or Personal manager these users have full access to the system and should be used with caution. Group Administrator for larger organizations, employee administration can be delegated to other managers. A group administrator has access to all group members. An additional option is displayed for Group Administrator access. The Group Adminstrator can only view the employees belonging to the group he administers. You can also add multiple groups that the Group Administrator can manage. Employee by default the access level should be set to 'Employee' giving the employee no access to this portal but access to the Handbook Site. 9

10 g. End Date for temporary employees who will be leaving the business after a specified date, set the expiry date and once passed, they will no long be able to login. 6. Click Save & Next to continue entering details which are covered in the next section or just click Close. As a minimum requirement, enter information on the Personal Details tab, including First name, Last Name, Address Line1, County and Post Code. address whilst not mandatory is strongly recommended as it is required to access the Handbook. 10

11 Editing an Existing Employee The following steps will guide the user through the process of editing an existing employee in the Client Portal. 1. In the Client Dashboard, click on Employee Admin in the Main Menu on the left side of the page, then Manage Employees. 2. This will display the list of employees. The table may be filtered by Group, or type a search key using the First Name, Last Name, , or Position of the employee. 3. Select the employee to be edited, click on the Edit button at the right-most column of the table. 11

12 Personal Details tab With the required employee in Edit Mode, you can edit or add an address or any other field from the Personal Details as shown below. You can also modify the User Permission. Click on SAVE & NEXT to save your changes and continue. PROCESSING A RESIGNATION If an employee is leaving the organization, they can be deactivated using the DEACTIVATE button at the bottom of the page. This will remove the employee from the main list and delete the financial details like bank account information. Once deactivated, the employee name will not appear in any record or employee searches. As a second step, the employee, if required, can be totally deleted from the system. 12

13 RE-ACTIVATING A RESIGNED EMPLOYEE In some seasonal circumstances, you may want to reactivate a resigned employee, this can be easily done from the Archived Employees section. Reactivate re-activates the resigned employee. When re-activated, the employee name appears again on the company s employee list. Edit edits the employee record Documents shows the list of documents of the said employee Delete permanently deletes the employee records within the system. Renumeration tab The first field stores the Salary for the employee and is hidden by default for additional security. The value can be revealed by clicking the 'Eye' icon. If the input is invalid, and error message displays below the box. 13

14 Other fields can be updated and amended as required. Click on SAVE & NEXT to save your changes and continue. Working Hours & Breaks tab This section allows you to define an employee s working hours or shift pattern. 1. Click ADD to add the first pattern. 2. Adjust time as discussed. 3. Click save button to update employee record. 4. If a second pattern is required, click +ADD again then add the next pattern, and click save button. 14

15 5. For complex or non-standard hours or days, select an option on the dropdown list. 6. Include a description for any special contractual terms that relate to the employee. 7. Ensure the correct work break entitlement is set before clicking SAVE & NEXT. 15

16 Holidays & Sick Pay tab This tab allows you to define employee holiday entitlements and sick pay conditions. For the holiday entitlements, fill out the following. Fill out the boxes for the employee s Sick Pay. Click SAVE & NEXT. 16

17 Contract tab This tab allows you to allocate a predefined contract to an employee. Select the appropriate contract then click 'Generate New Contract' this will produce the new contract and show it in a new window where it can be downloaded or printed. NOTE: The address on the contract will be defined by the Group Address, discussed later in this document. shown. When you do this for the first time, you may need to enable the popup as Select 'Always allow pop-up from and then click done. With this enabled, you can view contracts by clicking VIEW. Alternatively, they can be viewed under the Documents Tab of the Employee record. 17

18 Next of Kin tab Add the employee s next of kin in this tab. Fill up the form and click SAVE. Financial tab Add the employee s financial information in this tab. Input values on the boxes. Sort Code and Account Number are hidden. Click on the eye button to display the values. 18

19 Documents tab When editing an employee, select the Documents tab to review and add documents. The created documents are listed on the table of the same page, e.g. John Doe has one document his contract with three uploaded versions. The table only shows the latest version. The Create New Document button displays a popup for creating new documents and upload it to the employee data. The Document Type will show a filtered list of documents. Choose Ad-Hoc to upload your own document. Otherwise, there are letter templates available that can be downloaded using the other two Document Types Letter, that may or may not need a reminder, or needs authorization, and Minutes, that needs to be approved. When a letter needs authorization/approval, it will prompt to add the correct descript and will ask to send it to HR4UK Admin. Refer to Appendix A & Appendix B for these templates. Select the category from the dropdown list, then the appropriate template. Clicking SAVE will automatically download the selected template in Word Format. When using the browser, the downloaded file is saved in the local directory. In most cases, it is the Downloads folder. If unfound, contact your local IT support to locate the file. In the downloaded file, standard fields such as name and address are prepopulated. But some fields still need the necessary information. Edit the template 19

20 accordingly and save. Upload the edited file to the dashboard, this will become the latest version of the document. NOTE: It should be noted as with any document containing personal information that these should be deleted if not required. Using econnect for your document storage means they are encrypted and saved in a secure location. It is recommended that you delete unwanted files or documents from your default Downloads folder on your local directory. There are six (6) possible statuses for a document: Created right after creation of the document (letters/minutes) Waiting Approval when a letter is sent to HR4UK and awaiting approval Sent status after Printto-send, usually for Contracts Pending status upon creation of ad-hoc documents Approved HR4UK approves the document Printed when a document is viewed, downloaded, or printed. 20

21 Training and Qualifications tab Fill up the following boxes for trainings mandated by the company. History tab and printing. This tab displays the history of the employee s documents generation, uploads, 21

22 Group Management Groups can be used to manage larger organizations. It is being used to group employees. In some situations, groups can be used to reflect branches of an organization. From the Company Admin in Main Menu, select Manage Groups. You can create a new group by clicking the ADD NEW GROUP button. 22

23 Or edit an existing one as shown below. An employee can be a member of ONLY one group. IMPORTANT: The address details of the group will be used for any documents, including contracts for a specific employee. 23

24 Handbook Admin Setting the Visitor Code You can set the Visitor Authorization Code. Open Handbook Admin General. 24

25 Help Menu Guidance Notes Clicking this option opens the Client Administration Guide pdf file to another window. How To Clicking this option opens another site for the HR4UK econnect How-To videos. 25

26 Appendix A: List of Letters Using the Reminder Service A.1 Docs NOT Requiring Authorization CATEGORY ABSENCE WITHOUT AUTHORIZATION LETTER UNAUTHORIZED ABSENCE Letter to employee requesting them to make contact following the expiration of their fit note REMINDER PERIOD SUBJECT 1 week Reminder service: Unauthorized Absence following expiry of fit note BODY Dear [Group or client Administrator name] [Employee name]'s fit note expired and has been absent without authorization. A letter was sent to [employee name] on [date of letter]. Has [employee name] returned to work? If so, was a return to work interview carried out? If [employee name] has not responded or returned to work, have they provided you with a further fit note? If not, we suggest you contact us on for further advice. ABSENCE WITHOUT AUTHORIZATION UNAUTHORIZED ABSENCE Letter to employee asking to confirm intentions 1 week Reminder service: Unauthorized Absence - no response Dear [Group or client Administrator name] [Employee name] has been absent without authorization since [date]. A letter was sent to [employee name] on [date of letter]. Has [employee name] either responded or returned to work? If so, was a return to work interview carried out? If [employee name] has not responded or returned to work, we suggest you contact us on for further advice. FLEXIBLE WORKING FLEXIBLE WORKING Letter to employee acknowledging request and invitation to meeting 1 week Reminder Service: Flexible Working Request Dear [Group or client Administrator name] [Employee name] made a Flexible Working Request which you have acknowledged and arranged for a meeting to follow up. Has this meeting been arranged and the appropriate letter of invitation sent? If a meeting has not been arranged, this should be arranged without further delay. If you are unsure or require further guidance, we suggest you contact us on for further advice. 26

27 CATEGORY FLEXIBLE WORKING LETTER FLEXIBLE WORKING Letter to employee confirming extension of decision period REMINDER PERIOD SUBJECT 2 weeks Reminder Service: Flexible Working Request BODY Dear [Group or client Administrator name] [Employee name]'s outcome for their flexible working request has not yet been finalized. A letter was sent to [employee name] on [date of letter] to extend the decision period. Has a decision now been made in relation to [employee name] flexible working request? If so has a letter been sent to confirm this? If you are unsure as to the next steps or want further advice and guidance, we suggest you contact us on for further support. FLEXIBLE WORKING FLEXIBLE WORKING Letter to employee confirming trial period Variable Reminder Service: Flexible Working Trial Period Dear [Group or client administrator name] made a flexible working request which was subject to a trial period. This trial period is about to come to an end on [date]. How do you wish to proceed - is the flexible working for both parties? If so, a letter should be sent to confirm that the trial period has been successful and [Employee's Name] terms of employment will be amended to reflect the revised working arrangements. We suggest an updated contract of employment is issued. If the flexible working trial is not working for either party, we suggest a further meeting is arranged to discuss the next steps. We suggest you contact us for further advice and guidance by calling us on GRIEVANCE GRIEVANCE Acknowledgement of grievance letter 1 week Reminder Service: Grievance Dear [Group or client administrator] raised a grievance on [Date] which has been acknowledged. Have you conducted an investigation into the allegations? If so, what is the outcome? If you need more time to investigate the allegations, we suggest you notify that the investigation will take longer. If you have completed your investigation, have you come to a conclusion? If so, is it necessary to invite to a grievance hearing? If you require further advice and guidance, we suggest you contact an advisor on

28 CATEGORY MATERNITY LETTER MATERNITY Employer s acknowledgement of pregnancy, EWC and maternity leave date notification REMINDER PERIOD Variable SUBJECT Reminder Service: return from maternity leave BODY Dear [Group or Client Administrator] commenced her maternity leave on [date] and is due to return to work on [date]. Has there been any change to this? If you are unsure or require further advice and guidance, we suggest you contact an advisor on PRE-EMPLOYMENT PRE-EMPLOYMENT Offer of employmentv2 10 days Offer of Employment Dear [Group or client administrator] An offer of employment was sent out to on [date]. Have you had their signed contract? If not, we suggest you follow up on this by sending a chaser letter. If you require further advice and guidance, we suggest you contact us on PRE-EMPLOYMENT PRE-EMPLOYMENT Reference request letterv2 10 days Reminder Service: Reference response Dear [Group or client administrator] You wrote to [name of company] to get a reference for [employee name]. Have you received a response? If not, we suggest you follow up by sending a chaser letter or alternatively, you can draw your own inference. If you require further advice and guidance, we suggest you contact us on PROBATION PROBATION Letter to employee extending probation period Variable Reminder Service: Probation period Dear [Group or client administrator] [Employee name] had their probation period extended to [date] and which is about to expire. Has [Employee name] successfully completed their extended probation period? If so, you should confirm this in writing, if not, you should either further extend it, or consider bringing their employment to an end. We suggest that you contact us for further advice and guidance by calling an advisor on

29 CATEGORY RESIGNATION LETTER RESIGNATION letter to hold resignation in abeyance REMINDER PERIOD SUBJECT 1 week Reminder Service: Resignation on hold BODY Dear [Client or Group Administrator] resigned on [date] which would appear to have been as a result of a potential grievance. What is the current position? Has withdrawn their resignation pending a full investigation, if so has the appropriate grievance process been instigated? Or, has the employee reaffirmed their resignation, in which case, has an acknowledgement of their resignation been sent? If you require further advice or guidance, we suggest you contact an advisor on SICKNESS ABSENCE and MEDICAL CAPABILITY MEDICAL CAPABILITY Letter inviting employee to discuss medical report 1 week Reminder Service: Long Term Sickness Absence request for meeting to discuss medical report Dear [Client or Group Administrator] has been absent from work on long term sickness absence and a medical report has been obtained from their GP. You wrote to inviting them to a meeting to discuss the report on [date]. What was the outcome of this meeting and have you notified of the next steps? If you are unsure as to what next steps to take, we suggest you contact an advisor on for further advice and guidance. SICKNESS ABSENCE and MEDICAL CAPABILITY MEDICAL CAPABILITY letter of instruction to Employee GP or Consultant 3 weeks Reminder Service: Long Term Sickness Absence medical report request from GP Dear [Client or Group Administrator] [Employee name] has been absent from work on long term sickness absence and on [Date] you wrote to their GP to obtain a medical report. Have you received the report? If not, we suggest you follow this up with a chaser letter. If you have any queries, please contact an advisor on

30 CATEGORY SICKNESS ABSENCE and MEDICAL CAPABILITY LETTER MEDICAL CAPABILITY Letter to employee seeking consent to obtain report from Employee GP or Consultant with enclosures REMINDER PERIOD SUBJECT 2 weeks Reminder Service: Long term sickness absence request for consent BODY Dear [Client or group administrator] has been absent from work on long term sickness absence and you wrote to on [Date] to seek their consent to obtain a medical report from their GP. Have you received [Employee's name]'s consent? If not, we suggest you follow this up with a chaser letter. If you require further advice or guidance, please contact an advisor on SICKNESS ABSENCE and MEDICAL CAPABILITY SICKNESS ABSENCE Letter inviting employee to meeting to discuss sickness absence 1 week Reminder Service: Sickness Absence meeting Dear [client or group administrator] has had an unacceptable level of sickness absence and a meeting was arranged with [Employee name] on [date] to discuss their sickness absence. What was the outcome of this meeting? Have you confirmed this in writing? If you require further advice and guidance, please contact an advisor on SICKNESS ABSENCE and MEDICAL CAPABILITY SICKNESS ABSENCE Letter inviting employee to second or further meeting following sickness absence 1 week Reminder Service: Second Sickness Absence meeting Dear [client or group administrator] has had an unacceptable level of sickness absence which has not improved. A meeting was arranged with [Employee name] on [date] to discuss their continued sickness absence. What was the outcome of this meeting? Have you confirmed this in writing? If you require further advice and guidance, please contact an advisor on SICKNESS ABSENCE and MEDICAL CAPABILITY SICKNESS ABSENCE Letter to employee when SSP is exhausted ** Reminder Service: SSP Exhausted Dear [Client or group administrator] has been absent from work on long term sickness absence and has been receiving Statutory Sick Pay. This is about to be exhausted and you are required to notify the employee that their SSP payments will be stopping. Have you sent the appropriate letter? If you need any further support and guidance, please contact an advisor on

31 CATEGORY SICKNESS ABSENCE and MEDICAL CAPABILITY LETTER WELFARE Letter to employee inviting them to a welfare meeting REMINDER PERIOD SUBJECT 1 week Reminder Service: Welfare meeting BODY Dear [client or group administrator] A welfare meeting was arranged with [Employee name] on [date] to discuss their absence from work. What was the outcome of this meeting? Have you written to to confirm the next steps? If you require any further advice and guidance, please contact an advisor on SUSPENSION SUSPENSION Letter advising employee to return to work after a period of suspension disciplinary pending 1 week Reminder Service: Suspension Dear [client or group administrator] was suspended on full pay on [date]. Following the investigation, it has been determined that whilst the matter is not that serious to warrant [Employee name]'s continued suspension, disciplinary action would still be taken. Have you arranged the disciplinary hearing and sent the disciplinary invite letter? If not, this should be carried out without further delay. If you require any further advice and guidance, please contact an advisor on SUSPENSION SUSPENSION Letter suspending an employee pending investigationv2 1 week Reminder Service: Suspension Dear [client or group administrator] was suspended on full pay on [date] pending an investigation. Has this investigation been concluded? Are there grounds to progress this matter to a disciplinary hearing? If so, you should invite [employee name] without further delay to a disciplinary hearing, using the disciplinary procedure. If there are no grounds to progress the matter to a disciplinary hearing, [employee name] should be reinstated without delay and the appropriate letter sent. If you are unsure or require further advice and guidance, please contact an advisor on

32 CATEGORY VARIATION OF TERMS LETTER VARIATION OF TERMS Letter to employees seeking their agreement to change their terms of employment (20 or more) REMINDER PERIOD Variable SUBJECT Reminder Service: Variation of terms BODY Dear [client or group administrator] You have recently consulted with your employees to vary their terms of employment. On [date] you sent out the appropriate letters to your employees about the proposed changes seeking their agreement. Have you had a response from ALL employees? If not, you should be following this up with a chaser letter to those employees who have not yet responded. If you are unsure or require further advice and guidance, please contact an advisor on VARIATION OF TERMS VARIATION OF TERMS Letter to employees seeking their agreement to change their terms of employment (less than 20 employees) Variable Reminder Service: Variation of terms Dear [client or group administrator] You have recently consulted with your employees to vary their terms of employment. On [date] you sent out the appropriate letters to your employees about the proposed changes seeking their agreement. Have you had a response from ALL employees? If not, you should be following this up with a chaser letter to those employees who have not yet responded. If you are unsure or require further advice and guidance, please contact an advisor on

33 A.2 Docs Requiring Authorization CATEGORY APPEAL LETTER APPEAL Hearing Minutes Template REMINDER PERIOD SUBJECT 1 day Reminder service: Appeal Hearing minutes - Response from HR:4UK BODY Dear [Group or client administrator name] 's appeal hearing took place on [date]. The minutes of the hearing were sent to HR:4UK for their review and input. Have you had a response from HR:4UK? If so, have you sent a letter to confirming the outcome of the appeal hearing and attaching a copy of the minutes. If not, we suggest that you now send this letter. If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com DISCIPLINARY DISCIPLINARY Hearing Minutes Template 1 day Reminder service: Disciplinary Hearing minutes - Response from HR:4UK Dear [Group or client administrator name] 's disciplinary hearing took place on [date]. The minutes of the hearing were sent to HR:4UK for their review and input. Have you had a response from HR:4UK? If so, have you sent a letter to confirming the outcome of the disciplinary hearing and attaching a copy of the minutes. If not, we suggest that you now send this letter. If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com DISCIPLINARY DISCIPLINARY Letter requesting attendance at a disciplinary hearing for gross misconduct 1 day Reminder service: Disciplinary for Gross misconduct invite letter - Response from HR:4UK Dear [Group or client Administrator] A letter inviting to attend a disciplinary hearing for a matter of gross misconduct has been issued and requires HR:4UK's approval. The letter was sent to HR:4UK for their authorization - have you had a response from HR:4UK? If so, have you sent the letter and made a note of the hearing date? If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com 33

34 CATEGORY DISCIPLINARY LETTER DISCIPLINARY Letter to confirm dismissal following previous warnings REMINDER PERIOD SUBJECT 1 day Reminder service: Letter confirming dismissal - Response from HR:4UK BODY Dear [Group or client Administrator] A letter confirming dismissal following previous warnings has been issued and requires HR:4UK's approval. The letter was sent to HR:4UK for their authorization - have you had a response from HR:4UK? If so, have you sent the letter? If not, we suggest you send the letter without any further delay. If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com DISCIPLINARY DISCIPLINARY Letter to confirm summary dismissal for gross misconduct 1 day Reminder service: Letter confirming dismissal - Response from HR:4UK Dear [Group or client Administrator] A letter confirming dismissal for gross misconduct has been issued and requires HR:4UK's approval. The letter was sent to HR:4UK for their authorization - have you had a response from HR:4UK? If so, have you sent the letter? If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com DISMISSAL DISMISSAL Letter to dismiss employee with notice 1 day Reminder service: Letter confirming dismissal - Response from HR:4UK Dear [Group or client Administrator] A letter confirming dismissal with notice has been issued and requires HR:4UK's approval. The letter was sent to HR:4UK for their authorization - have you had a response from HR:4UK? If so, have you sent the letter? If not, the letter should be sent without further delay. If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com 34

35 CATEGORY GRIEVANCE LETTER GRIEVANCE Hearing Minutes Template REMINDER PERIOD SUBJECT 1 day Reminder service: Grievance Hearing minutes - Response from HR:4UK BODY Dear [Group or client administrator name] 's grievance hearing took place on [date]. The minutes of the hearing were sent to HR:4UK for their review and input. Have you had a response from HR:4UK? If so, have you sent a letter to confirming the outcome of the grievance hearing and attaching a copy of the minutes. If not, we suggest that you now send this letter. If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com INVESTIGATION INVESTIGATION Investigatory Minutes Templatev2 1 day Reminder service: Investigation meeting minutes - Response from HR:4UK Dear [Group or client administrator name] 's investigation meeting took place on [date]. The minutes of the investigation meeting were sent to HR:4UK for their review and input. Have you had a response from HR:4UK? If so, have you decided on the next course of action? If you have not yet had a response from HR:4UK, we suggest you contact an advisor on or support@hr4uk.com If you require further advice on the next steps, please contact us. SICKNESS ABSENCE and MEDICAL CAPABILITY SICKNESS ABSENCE Letter to employee confirming dismissal for ill health Reminder Service: [Employee name] Sickness Absence dismissal letter - response from HR:4UK Dear [Client or Group Administrator] has been absent from work due to ill health. Following discussions with it has been decided to terminate their employment on the grounds of ill health. A letter has been issued to confirm this decision and requires HR:4UK's authorization. Have you had a response from HR:4UK? If so, have you sent the letter? If not, we suggest you send the letter without further delay. If you have not yet received a response, we suggest you contact an advisor on or support@hr4uk.com 35

36 CATEGORY VARIATION OF TERMS LETTER VARIATION OF TERMS Letter to employee serving notice and offering employment on new terms REMINDER PERIOD SUBJECT 1 day Reminder Service: Variation of terms - Response from HR:4UK BODY Dear [client or group administrator] You have recently consulted with your employees to vary their terms of employment. Agreement could not be reached and a decision was made to serve notice on [Employee name]'s current terms of employment and to re-engage them on new terms. A letter has been issued and requires HR:4UK's authorization. Have you had a response from HR:4UK? If so, the letter can now be sent. If not, we suggest you contact us on

37 Appendix B: List of Other Downloadable Letters CATEGORY ABSENCE WITHOUT AUTHORIZATION ABSENCE WITHOUT AUTHORIZATION APPEAL APPEAL APPEAL APPEAL DISCIPLINARY DISCIPLINARY DISCIPLINARY DISCIPLINARY DISCIPLINARY DISCIPLINARY DISMISSAL DISMISSAL DISMISSAL DISMISSAL DISMISSAL FLEXIBLE WORKING FLEXIBLE WORKING FLEXIBLE WORKING FLEXIBLE WORKING FLEXIBLE WORKING GENERAL GENERAL GRIEVANCE GRIEVANCE INVESTIGATION INVESTIGATION INVESTIGATION LETTER UNAUTHORISED ABSENCE Letter to employee confirming termination of employment following no response to unauthorized absence UNAUTHORISED ABSENSE Letter to employee confirming no payment for absence APPEAL Letter requesting attendance at an appeal hearing APPEAL Letter to confirm outcome of appeal for SHORT SERVICE DISMISSAL ONLY APPEAL Letter to confirm outcome of appeal APPEAL Letter to confirm outcome of successful appeal for SHORT SERVICE DISMISSAL ONLY DISCIPLINARY Letter giving final written warning for misconduct DISCIPLINARY Letter giving first written warning for misconduct DISCIPLINARY Letter of concern absence or poor time keeping DISCIPLINARY Letter of concern General Breach DISCIPLINARY Letter requesting attendance at a disciplinary hearing for ordinary misconduct DISCIPLINARY Letter to giving formal verbal warning for misconduct SHORT SERVICE DISMISSAL Letter to dismiss employee with immediate effect with no notice as less than 1-month service SHORT SERVICE DISMISSAL Letter to dismiss employee with immediate effect with payment in lieu of notice no right of appeal SHORT SERVICE DISMISSAL Letter to dismiss employee with immediate effect with payment in lieu of notice with right to appeal SHORT SERVICE DISMISSAL Letter to dismiss employee with notice SUMMARY DISMISSAL Letter to dismiss employee FLEXIBLE WORKING Letter to employee accepting request and variation of contract FLEXIBLE WORKING Letter to employee confirming notice to treat request as withdrawn FLEXIBLE WORKING Letter to employee rejecting flexible working request FLEXIBLE WORKING Letter to employee with rejection of appeal FLEXIBLE WORKING REQUEST Letter to employee with acceptance of appeal GENERAL Letter to employee to confirm increased salaryv2 GENERAL Letter to employee to confirm promotion and increased salaryv2 GRIEVANCE appeal decision letter GRIEVANCE decision letter INVESTIGATION letter requesting a statement in the case of disciplinaryv2 INVESTIGATION letter requesting a statement in the case of grievance investigationv2 INVESTIGATION Letter requesting attendance at an investigation meetingv2 37

38 CATEGORY LETTER MATERNITY MATERNITY Employer s letter confirming return to work date where maternity leave started early MATERNITY MATERNITY Letter to employee Employee early return from maternity leave notice response MATERNITY MATERNITY SMP FORM PENSION PENSIONS Introductory Letterv2 PENSION PENSIONS Letter Notification of minimum contribution increasesv2 PENSION PENSIONS Entitled Worker no company contributionsv2 PENSION PENSIONS Letter Eligible Jobholder autoenrolv2 PENSION PENSIONS Letter Postponementv2 PENSION PENSIONS Letter to Non-eligible Jobholderv2 POST EMPLOYMENT POST EMPLOYMENT Employee referencev2 PROBATION PROBATION Letter to employee - Less than one-month service confirming dismissal no notice and no right to appeal PROBATION PROBATION Letter to employee confirming dismissal following unsuccessful probation with no PILON and right to appeal PROBATION PROBATION Letter to employee confirming dismissal following unsuccessful probation with PILON and no right to appeal PROBATION PROBATION Letter to employee confirming dismissal following unsuccessful probation with PILON and right to appeal PROBATION PROBATION Letter to employee confirming successful completion of their probation period PROBATION PROBATION Letter to employee to confirming dismissal during extended probation period with NO payment in lieu of notice with NO right to appeal PROBATION PROBATION Letter to employee to confirming dismissal during extended probation period with payment in lieu of notice with NO right to appeal PROBATION PROBATION Letter to employee to confirming dismissal during extended probation period with payment in lieu of notice with right to appeal REDUNDANCY REDUNDANCY letter to employees requesting volunteers for redundancy REDUNDANCY REDUNDANCY letter confirming acceptance of Voluntary Redundancy and confirmation of redundancy package REDUNDANCY REDUNDANCY letter confirming dismissal for redundancy REDUNDANCY REDUNDANCY Letter confirming provisional selection for redundancy. REDUNDANCY REDUNDANCY letter offering alternative employment REDUNDANCY REDUNDANCY letter to employee follow up to individual consultation REDUNDANCY REDUNDANCY Letter to employee representatives of proposed collective redundancies REDUNDANCY REDUNDANCY Letter to Employee warning of possible redundancies (1) RESIGNATION RESIGNATION acceptance letter following resignation to avoid disciplinary action RESIGNATION RESIGNATION acceptance letter following verbal resignation RESIGNATION RESIGNATION acceptance letter SICKNESS ABSENCE and MEDICAL SICKNESS Return to Work Interview Form CAPABILITY SUSPENSION SUSPENSION Letter advising employee to return to work after a period of suspensionv2 38