COMPANY EQUIPMENT & BENEFITS POLICY CARS & CAR ALLOWANCES 1 POLICY CHOICES, OPTIONS AND POSITIONS INCLUDED 1.1 Cars Whether an employee is entitled to receive either a car or a car allowance depends upon the nature of their role. However, generally only the Senior Vice President and those who report to him or her directly enjoy this benefit. The amount of any car allowance may also vary depending upon the seniority of the employee. Where an employee enjoys such an entitlement, this should be set out in their contract of employment. Generally, a car allowance will be provided rather than simply a car. The amount of any car allowance or the type of car supplied may vary from one employee to another. 1.2 Upgrades, downgrades and extras Employees who are supplied with a company car may upgrade beyond the allowance permitted for their level and may also choose additional extras. However, any costs incurred in this regard that exceed their entitlement under their contractual terms must be met by the employee. Should an employee choose to receive a car worth less than their allowance they will not receive the difference as a supplement to salary.
Sodexo reserves the right to review the upgrade/downgrade approach at any time. 1.3 Termination of employment Should the employment of an employee in receipt of a car, rather than a car allowance, be terminated by either party, they must choose to either purchase the vehicle or return it to Sodexo without penalty. 1.4 Long term Sickness Absence & Maternity Leave 1.4.1 Where an employee who has received a car takes maternity leave or is absent for a prolonged period they can either return it to the company for the period of their maternity leave or alternatively they can keep the car for the duration of their maternity leave, paying an agreed contribution towards it each month. Should an employee choose to return their car in such circumstances, upon their return to work they will be offered a car of a similar standard. 1.4.2 Where an employee receives a car allowance, this will continue to be paid on a proportionate basis commensurate with the maternity or sick pay the employee receives. Therefore, for example, in the period of their maternity leave when an employee receives 90% of their salary, they will be paid the same percentage of the car allowance. Whilst on unpaid leave, the employee will not receive any car allowance. 1.5 Exclusion from the Scheme The Company reserves the right to remove an employee s entitlement to a car or a car allowance in any of the following circumstances:- 1.5.1 The employee loses their right to hold a driving licence. Employees must produce their driving licence to the Company whenever requested to do so (a copy will not suffice). Driving any car without a current licence is an offence for which dismissal could occur. Company Equipment Benefits Policy 2
1.5.2 The employee fails to meet their obligations under this policy. Employees must notify the a member of staff in the Supply Chain Department immediately of any change in circumstances which may affect the Company s insurance arrangements on the car provided and their legal ability to drive it. Failure to do so may render the employee personally liable for any costs resulting from accidents involving their vehicle. It may also result in the employee committing a criminal offence by driving without valid insurance. 1.5.3 The employee is unable to drive as the result of a medical condition. It is the employee s responsibility to notify the DVLA and the Company of any medical condition that affects their driving ability. 1.6 Car Parking Spaces 1.6.1 The limited parking spaces at the Company s Head Office are allocated to employees on the following basis: 1.6.1.1 The role they perform is considered to be client facing and they are required to visit clients/external companies or offshore units; or 1.6.1.2 The role is part of the UK Leadership Team and a car parking space is attached to the benefits package for the position. 1.6.2 Whether a vacant or new position based at Head Office should enjoy this benefit will be assessed against the above criteria. This decision is made collectively by the employee s line manager and the Company s Human Resources Manager. Where an employee s work involves visits to Customer s sites on a weekly basis, or where the employee is a member of the UK Leadership Team, they will be allocated a car parking space on the premises of the Head Office, where available. Company Equipment Benefits Policy 3
1.6.3 The allocation of spaces at Head Office will be reviewed regularly to ensure the continued satisfaction of the above. This may result in a car park space being reallocated to an external car park. Employees who currently enjoy a funded car parking space but whose positions do not meet this criteria will continue to benefit from a parking space until they leave employment with Sodexo Remote Sites. 1.6.4 Where employees who have car parking spaces are on holiday or absent through illness, the Company will offer their vacant parking space to employees who do not have an allocated space. 1.6.4.1 Employees should advise their line manager of their interest in using such spaces and a list of interested employees will be maintained. 1.6.4.2 The duration of the period that an employee can make use of a space in such circumstances will be determined by the duration of holidays or sickness absence. This may mean that one offer lasts only for a few days, one week or longer. 1.6.4.3 The allocation of such spaces will be managed so that everyone who has expressed an interest has the opportunity to utilise a space. Once everyone on the list has enjoyed this opportunity, the first employee on the list is offered the next space and subsequent spaces are offered to those on the list in the order in which their interest was noted. 1.6.4.4 The maximum duration for a space to be allocated to an employee in such circumstances is one month. Where the normal occupant of the space remains absent, the next person on the list would be assigned to the car parking space. Company Equipment Benefits Policy 4
2 INSURANCE COVER All company vehicles (including short term hire cars) and other vehicles used for Company business are covered by this policy and employees are required to observe the limitations of use specified on their Certificate of Insurance. 2.1 Private Insurance Employees must ensure that they take out appropriate private insurance to cover them for using a personal vehicle for company business. Proof of this insurance must be supplied to the Company if requested. The cost of such insurance in full is the responsibility of the employee. 2.2 Company Car Insurance Policy In order to be covered by the Company s insurance the driver of a Company vehicle must be:- In possession of a valid full UK driving licence; In employee or a spouse or partner of the employee; and Over 25. Under 25 s may drive the company vehicle only when the employee or spouse are in the car A company vehicle is only covered for business use where that business use if Sodexo business and for social, domestic and pleasure purposes. Under no circumstances must the vehicle be used for the business purposes of another business, such as that of a spouse or partner. Insurance cover includes use in Europe. Drivers of a company vehicle can make their vehicle available to other Sodexo employees during normal working hours for use on legitimate Sodexo company business. 2.3 Accidents, Theft, Fire, Vandalism Company Equipment Benefits Policy 5
All incidents, however minor, must be reported to the Health and Safety Manager including damage to a third party s car or property, even if the vehicle has not sustained damage. This should be done as soon as possible and in any event no later than 48 hours after the incident. In the event of a serious accident rendering the car immobile, this should be reported immediately to the Company s Procurement Manager who will arrange car recovery and ensure that all necessary travel requirements are met. 2.4 Foreign Travel Company vehicles are not covered for breakdown, mechanical repairs and repatriation whilst abroad. In the event of an accident or breakdown abroad employees will be responsible for all repairs, replacement, repatriation of the vehicle etc. 2.5 Employee liability In the event of a claim made under the company s car insurance policy, an excess amount is payable to the Insurer. Whilst in normal circumstances the Company will meet this, in the event of an employee incurring more than three own fault insurance claims in any twelve month period the Company reserves the right to charge the excess amount for the second and subsequent claims to the employee. In the event that an employee incurs more than three insurance claims in a twelve month period, the Company will also review their continuing eligibility to benefit from the Company s car scheme. The Company reserves the right to withdraw the benefit of a car, possibly as a result of its conclusions having followed its disciplinary procedure. 2.6 Tow bars and other accessories Tow bars and other accessories may not be fitted to a company vehicle by an employee, without prior approval from the Company. Company Equipment Benefits Policy 6
2.7 Parking fines and other motoring offences If the employee or a nominated driver driving the car with their permission incur any fines or driving offences, it is their responsibility to pay or appeal against the fine. Under no circumstances will the Company meet the cost of any fines which are incurred. If the employee or a nominated person driving the car with their permission is alleged to have committed any driving offences (such as speeding, traffic light or drink driving offences) they will be solely responsible for any matters arising from the allegation(s). If the employee is convicted of any driving offences they must inform a member of staff within the Human Resources Department of this in writing immediately. The employees continued eligibility to benefit from the Company s car scheme will be reviewed and, depending on the nature of the offence, may be forfeited. 2.8 Buying your current Company car If an employee chooses to purchase their vehicle at any time, the purchase price will be an amount set by the Company. Where a vehicle has been purchased through a Credit Sale Agreement, the employee may be entitled to purchase the car at the end of the agreement at the pre-determined guaranteed price. Should an employee wish to do so, they should in the first instance notify the Finance Director. 2.9 Maintenance arrangements Whenever a Company vehicle requires to be serviced or repaired the employee should contact the Supply Chain Manager who will make the necessary arrangements. 2.10 Hire Cars Company Equipment Benefits Policy 7
In the event that a spare or reallocated car is unavailable, a hire car will be provided until the delivery of a new car, a replacement car or until the existing car is returned. 2.11 Vehicle Excises Duty Employees must ensure that a valid tax disc is displayed in the windscreen of all Company vehicles. 2.12 Car registration documents These documents should be in an employee s possession at all times when using the vehicle. 2.13 Fuel cards The fuel card permits the purchase of fuel and oil only. On each occasion when an employee purchases fuel using the card, they must ensure that they:- Confirm their car s mileage to the cashier Confirm that the above, together with registration number and value, are correct on the voucher Sign the voucher Retain the top copy of the voucher. The fuel card should be treated in the same way as a personal credit card and employees are expected to take reasonable precautions to keep it safe. The card should therefore never be left in a car. Were an employee to fail to take such precautions and the result was that the fuel card was stolen, they will be held liable for any costs arising due to the fraudulent use of the fuel card. Company Equipment Benefits Policy 8
Should the fuel card be lost or stolen, the employee must contact the Supply Chain Manager immediately. This manager will advise on the necessary course of action and a replacement card may be dispatched. Employees are expected to purchase either unleaded or diesel fuel. Premium fuels such as Super Unleaded area only appropriate for high performance cars and should not be used in company vehicles. 2.14 Mileage records and returns All drivers of company vehicles are legally obliged to maintain a record of their business mileage. In the event of such mileage records not being submitted, the Company reserves the right to withhold reimbursement of that employee s company expenses and its monthly contribution to their company vehicle agreement. REMOVAL EXPENSES 3 GENERAL PRINCIPLES 3.1 The Company determines when removal expenses incurred by an employee in relocating themselves closer to the location of their employment are to be reimbursed. 3.2 Secondment Where an employee is seconded from their normal position to work at another location which is not a commutable distance from their home, the Company may offer to reimburse general expenses in relation to travel, accommodation and living expenses. In the event of a secondment such expenses should only be paid for a maximum period of two years, up to a maximum value of 8,000, in order to prevent a tax liability arising. 3.3 Permanent Appointment Company Equipment Benefits Policy 9
Where an employee is required to relocate themselves and their family in order to be closer to the site where they will be based, the Company may agreed to reimburse the employee s relocation expenses. The maximum amount of such reimbursement shall be agreed in advance. In order to then claim reimbursement of the expenses, the employee submits invoices in respect of the relocation as these arise. In order to demonstrate that the employee has secured value for money in respect of this expenditure, the Company requires three quotes for each component of the expenses. Such expenses can only be reimbursed during the year following the employee taking up post. In order to receive the reimbursement of these costs, the employee must agree to repay them to the company if they leave the company voluntarily or are dismissed for performance related reasons within two years of taking up post. Repayment of such expenses will be on a pro rata basis to the proportion of the two year period in which they have remained in the Company s employment. Therefore, where an employee received 6,000 removal expenses but leaves the Company after eighteen months they agreed to repay 1,500 to the Company. INSURED BENEFITS 4 LIFE ASSUSRANCE 4.1 OFFSHORE Details of the minimum life assurance coverage to which staff who work offshore are entitled may be contained in collective agreements to which the Company is party. Copies of any such agreements are available from the Human Resources Department. When employees benefit from such cover should also be set out therein. Additionally, where accidental death occurs from the point where an employee leaves home for deployment offshore until they arrive back home they benefit Company Equipment Benefits Policy 10
from life insurance cover to the value of four times the amount of their basic salary. 4.2 ONSHORE Most employees working in onshore roles benefit from life assurance provision of a minimum value of 10,000 or two times basic salary, whichever is the greater. 4.3 CLAIMS In the event of an employee's death whilst in the service of the Company in circumstances in which a claim would arise under any such policy, the Company follows its Death in Service Life Assurance Claim Procedure. 5 MEDICAL INSURANCE Certain offshore employees are entitled to medical insurance cover paid for by the Company, having been offered this benefit upon joining the Company or by a previous employer prior to the transfer of their employment to the Company. The Finance Department are responsible for maintaining the Company s medical insurance policies through its appointed insurance broker. This entitlement should be reflected in those employee s contracts of employment. Details of a specific employee s entitlements under such policies are available from the Company s Insurance Broker. The Broker can be contacted via the Finance Department. 6 PERSONAL ACCIDENT COVER The Company also maintains a personal accident cover insurance policy. All employees benefit from this cover while they are at work and also in the time when they are travelling to or from work. Details of the level of cover are set out in the policy, available from the Company s Insurance Broker. Company Equipment Benefits Policy 11
FINANCIAL BENEFITS 7 ADVANCES 7.1 It is the Company's Policy not to pay Advances to its employees, other than in exceptional circumstances. An employee's request for an advance should be made to their line manager. In the event of such a request being received, the Line Manager should consult with the appropriate Operations Manager or with the Finance Manager, who will determine whether, in the circumstances, the Company can grant it. MEDICAL BENEFITS 8 EYE CARE 8.1 Employees who regularly spend most of their working day using Video Display Equipment are entitled to claim up to 65 annually towards the cost of eyewear such as glasses or contact lenses. Reimbursement for such expenditures is made in accordance with the provisions of the Company s expenses policy [insert link over the words expenses policy to the expenses policy] and is subject to the approval of the employee s line manager. Company Equipment Benefits Policy 12