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Just to let you know... If you are an existing user before 18th September, you may notice the model documents have changed. This is to coincide with our website relaunch: we wanted to refresh the content too. Don't worry, these are not legally required changes so you can continue to use the previous version you have saved or downloaded. (We have kept the previous date as well to make it easy to reference.)

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Model documents and policies

Downloadable and customisable documents relating to general staff benefits.

Policy

Business travel policy

Business travel policy

Business travel policy
Last Modified
Previously modified

This policy is aimed at staff travelling on official company business paid for by the company and covers approval, suppliers, air, rail and car travel, and travel expenses.

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Company cars policy

Company cars policy

Company cars policy
Last Modified
Previously modified

This policy covers details of licenses required, sharing details of previous driving offences, personal use of company cars, fuel and damage liability, car allowances, maintenance, accidents and any criminal offences committed in the car. It includes company driving guidelines covering the use of hand held and hands free mobile phones.

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Expenses policy

Expenses policy

Expenses policy
Last Modified
Previously modified

This policy covers details relating to the authorisation and reimbursement of business expenses, including the responsibilities of both employees and managers, the types of expenses that the company will reimburse and the expenses claim procedure.

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Fuel card policy

Fuel card policy

Fuel card policy
Last Modified
Previously modified

This policy covers details relating to the administration of a fuel card system for employees whose work involves frequent travel, including types of fuel card, dealing with lost or stolen cards and monitoring fuel use.

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Suggestion scheme policy

Suggestion scheme policy

Suggestion scheme policy
Last Modified
Previously modified

This suggestion scheme policy includes information on the submission and processing of a suggestion, the role of the suggestion scheme committee and their process for considering suggestions, and the reward that will be made for a successful suggestion.

Contract clauses

Company cars contract clause

Company cars contract clause

Company cars contract clause
Last Modified
Previously modified

This contract clause for the use of a company car covers: liability of both employer and employee, expenses incurred during work hours and personal use, and use of the car outside of work.

Contract clause on payments for acting up or deputising

Contract clause on payments for acting up or deputising

Contract clause on payments for acting up or deputising
Last Modified
Previously modified

This contract clause explains that on occasion an employee will be required to act as deputy or in another role to meet the needs of the business and covers the details of rate of payment for such deputising or acting up, as well as stating that training and notice will be given if the need arises.

Expenses contract clause

Expenses contract clause

Expenses contract clause
Last Modified
Previously modified
This contract clause states that employees may submit an expenses claim for expenses properly incurred on behalf of the company if employees have valid receipts and line manager approval.

Mobile phones contract clause

Mobile phones contract clause

Mobile phones contract clause
Last Modified
Previously modified

This contract clause gives the responsibilities and terms of use for a company mobile phone. These include both business and personal use, expenses incurred through personal use, liability and damage and the process to follow at the termination of employment.

Form

Agreement for repayment of a season ticket/welfare/financial hardship loan

Agreement for repayment of a season ticket/welfare/financial hardship loan

Agreement for repayment of a season ticket/welfare/financial hardship loan
Last Modified
Previously modified

This template sets out an agreement with an employee, who has requested a loan for a season ticket, welfare or financial hardship, including the terms and conditions of the loan and how this will be paid back to the organisation.

Employee form to apply for a season ticket/welfare/financial hardship loan

Employee form to apply for a season ticket/welfare/financial hardship loan

Employee form to apply for a season ticket/welfare/financial hardship loan
Last Modified
Previously modified

This form can be used by an employee to apply for a loan for a season ticket, welfare or financial hardship. The form details the amount the employee wants to borrow and the reasons for applying for the loan. The form also includes options for the employee to choose how to repay the loan.