Application, trial periods, and variation
PCI Pal will always assess that a job role is suitable to be carried out at home before either agreeing to a transition or commencement of Home Working. There is no automatic right for staff to be a Home Worker as there may be circumstances when PCI Pal cannot accommodate this.
However, PCI Pal will not refuse a written request to become a Home Worker without giving, in writing, sound business reasons for doing so, and applications for Home Worker will be sympathetically considered and will be approved at the line manager’s discretion, taking into account the individual’s circumstance and the needs of the organisation.
If a member of staff feels that an application for Home Working (or to cease to be a Home Worker, or to vary their Home Working arrangement) has been unreasonably refused, they have the right to appeal against the decision to their Line Manager or, if the Line Manager gave the original decision, the Line Manager’s superior. If refused again, further applications from the member of staff regarding their Home Working arrangements will not be considered for a period of 3 months except in exceptional circumstances.
Any decisions about Home Working applications submitted during an individual’s probationary period will normally be held until the end of the probationary period except in exceptional circumstances.
Staff who wish to apply for Home Working should be aware that any arrangements agreed will constitute a contractual change to their terms of employment.
Home Suitability
Any employee working from home needs a safe and reasonable space, with security and privacy in which to work. A good internet connection should be available to support work systems. A comprehensive checklist can be obtained from the Compliance Officer, and viewed here, which will be used in carrying out assessments.
PCI Pal will clarify what they will provide before regular Home Working can take place (for example, laptop, mobile phone, etc), and will clarify what the employee should provide (electricity etc).
PCI Pal will cover all reasonable costs for the installation, maintenance or replacement of health and safety equipment. This equipment will be PCI Pal equipment, however, and the employee is responsible for ensuring its maintenance and appropriate use.
PCI Pal has a duty of care to its employees and will require the employee to carry out a risk assessment before regular Home Working can be approved. In the case of issues being raised, discussions will take place to seek to resolve these. This may require adjustments to be made on both the employers and employees part, along with reasonable timescales to make these changes.
Should the employee refuse to make these adjustments this may void the right to work at home.
Annual reassessment of risk will be needed, which may be performed either by the Home Worker or by an assessor designated by PCI Pal.
Mortgage, lease, insurance, expenses and tax implications
Members of staff who are Home Workers or are planning to apply for Home Working are advised to seek advice from the relevant agencies with regard to the effect of Home Working on their house and contents insurance; mortgage or tenancy agreement; and council tax/business rates. Members of staff are further advised to establish whether their buildings and contents insurance policies cover Home Working, and whether such cover would result in an increase in insurance premiums.
Any Home Working would normally make the part of the property used subject to a business rate, if the work materially detracts from the use of the dwelling (or part of the dwelling) for domestic purposes. The member of staff is advised to check their individual circumstances with their local Council.
The employee should tell their mortgage provider or landlord and home insurer of their intention to work from home and must check that there isn’t anything preventing them from working at home - for example, in their mortgage agreement, lease or insurance. Some mortgage and rental agreements do not allow for the home premises to be used for work purposes of any type. In some circumstances, working from home can result in eviction.
It is the responsibility of the member of staff to check their circumstances with their landlord or mortgage provider. PCI Pal is not responsible for any detriment, loss, or legal action a member of staff suffers as a result of not appropriately informing and/or obtaining the necessary permissions from their insurer, mortgage lender, landlord, or local authority.
The employee should obtain from their home insurer confirmation of cover should work equipment cause damage and for a claim from a third party. PCI Pal will not pay any extra costs, including excess charges, should this occur, nor pay any premium rises as a result.
PCI Pal is not responsible for and will not reimburse any increased costs for power, internet usage, bills, or other living expenses that a member of staff incurs from working from home.
Work property and a claim by a third party is covered by PCI Pal’s insurance policy.
Access, moving and travel expenses
PCI Pal may require access to a Home Worker’s property in various circumstances, for example:
· During initial set up, including for a risk assessment or health and safety checks
· To visit in case of any issues, or as part of a performance review
PCI Pal will endeavour to give at least 24 hours’ notice prior to any visit.
A Home Worker must inform PCI Pal if they move to a new house, providing at least 4 weeks’ notice of their intention to do so. This is to facilitate accurate decisions from their Line Manager regarding any needs for the member of staff to travel or attend the office. PCI Pal may, not unreasonably but at its discretion, require the employee to revert to an office-based role if this move brings the employee closer to its offices.
Home Workers may reclaim all travel expenses to and from PCI Pal offices in the UK that occur on days that they would normally work from home but have been required to attend the office for work, meetings or events. An exception to this is where a Home Worker still works the designated number of days externally, and simply works them on different days of the week to their normal pattern – and hence is not incurring any additional travel expenses.
Home Workers who were hired whilst living in the UK but who move outside of the UK will normally have their travel expenses paid from their point of entry to the UK, to the work destination, and then back to the point of exit, on any day that they are required to work in the UK but on days they would normally work outside the UK.
Home Workers who were hired whilst living outside the UK will have reasonable travel expenses paid to and from PCI Pal offices in the UK on days that they would normally work externally. These expenses must be approved in advance by the Finance Director.
Home Workers should complete an expenses claim form if necessary to recoup travel, postal and other costs incurred by being requested by PCI Pal to attend office-based work, meetings, or events.
