Support Office Employee Handbook - PAGETIGER€¦ · Head Employee Handbook June 2015 Head Office Employee Handbook page 6 of 29 Welcome from the Directors Welcome to Domino’s and

Head Employee Handbook

June 2015 Head Office Employee Handbook page 1 of 29

Employee Handbook



Contents About this Handbook .................................................................................................. 5

Welcome from the Directors ........................................................................................ 6

Business Structure ...................................................................................................... 6

Company Locations ..................................................................................................... 6

Remuneration ............................................................................................................. 7

Salary ....................................................................................................................... 7

Deduction of Money Owed .................................................................................... 7

Payslips ................................................................................................................ 8

Tax Office ............................................................................................................. 8

Form P60 .............................................................................................................. 8

Form P11d ............................................................................................................ 8

Expenses ............................................................................................................... 8

Salary Review ........................................................................................................ 9

Hours of Work ....................................................................................................... 9

Working Time Directive ............................................................................................ 9

Flexible Working Arrangements ................................................................................ 9

Overtime ................................................................................................................ 10

Time Off ................................................................................................................... 10

Holidays ................................................................................................................. 10

Public Holidays ...................................................................................................... 11

Doctors, Dentist and Hospital Appointments .......................................................... 11

Public Duties ......................................................................................................... 11

Attendance at Court ............................................................................................... 11

Reserve and Volunteer Forces ................................................................................ 12

Extended Leave ...................................................................................................... 12

Compassionate Leave ............................................................................................. 12

Absence Procedure ............................................................................................. 12

Initial Reporting .................................................................................................. 12

Absence lasting up to 7 calendar days ................................................................ 13

Absence which continues for more than 7 calendar days .................................... 13

Continued Absence ............................................................................................. 13

Sick Pay Entitlement .......................................................................................... 13

Managers Reporting Responsibilities .................................................................. 14

Unauthorised Absence (AWOL) .............................................................................. 14

Maternity ............................................................................................................... 14

Paternity Leave ...................................................................................................... 14

Adoption ................................................................................................................ 15

Parental Leave ....................................................................................................... 15

Family Emergencies (Time Off for Dependants) ..................................................... 15



Employee Benefits .................................................................................................... 15

Pension Scheme .................................................................................................... 15

Death in Service Benefit ........................................................................................ 16

Private Medical Insurance (PMI) ............................................................................ 16

Worldwide Travel Insurance ................................................................................... 17

Vitality Scheme ...................................................................................................... 17

Share Save Scheme ............................................................................................... 17

Donate a Day to Charity ......................................................................................... 18

Business Travel ......................................................................................................... 18

Company Cars ........................................................................................................ 18

Use of Private Cars for Company Business ............................................................. 18

Use of Mobile Phone whilst Driving ....................................................................... 18

Company Communications ........................................................................................ 19

Internal Communication......................................................................................... 19

Chief Executive's Updates ................................................................................... 19

Team Meetings ................................................................................................... 19

E-mail ................................................................................................................. 19

BASE Intranet ..................................................................................................... 19

Media Communication ........................................................................................... 19

Incoming Media Enquiries .................................................................................. 19

Outgoing Communication .................................................................................... 19

Keeping the Company Informed ................................................................................ 20

The Online System ................................................................................................. 20

Dress and Appearance .............................................................................................. 20

Performance & Development ..................................................................................... 20

Performance Reviews ............................................................................................. 21

Induction ............................................................................................................... 21

Financial Support .................................................................................................. 21

Professional Fees ................................................................................................... 21

Security and Confidentiality ...................................................................................... 21

Access to Premises ................................................................................................ 21

Right of Search ...................................................................................................... 22

Confidentiality, Business Ethics & Public Interest Disclosure ................................ 22

Social Websites ...................................................................................................... 22

Data Protection ...................................................................................................... 23

Gifts and Hospitality .............................................................................................. 23

Outside Business Activities .................................................................................... 23

Mobility .................................................................................................................. 24

Use of Company Equipment ...................................................................................... 24

Duplication of Software .......................................................................................... 24

Password Security .................................................................................................. 25



Unauthorised or Unlicensed Computer Programs ................................................... 25

Unattended Workstations & Electronic Devices ...................................................... 25

E-Mail and Internet/Intranet Use ........................................................................... 25

Health and Safety – an Overview ............................................................................... 26

Smoking .................................................................................................................... 26

Drug and Alcohol Abuse ............................................................................................ 27

Equal Opportunities .................................................................................................. 27

Disciplinary, Capability & Grievance Policies ............................................................ 28

Harassment ............................................................................................................... 28

Leaving the Company ................................................................................................ 29



About this Handbook

The purpose of this Employee Handbook is to provide you with the necessary

information to ensure that during your time at Domino’s you have a fun, rewarding

and successful career with us.

The majority of policies that are referenced throughout this handbook are contractual

and will form part of your terms and conditions of employment. Where a policy does

not form part of your terms and conditions of employment it will be expressly stated

within the policy document. You should also reference your Terms of Employment

document that would have been issued to you pursuant to the Employment Rights Act

1996 (as amended).

Whilst the aim of the handbook is to act as a point of reference for you, there will be

occasions when you may need further clarification. In these instances, please feel

free to contact a member of the HR Department or further information can be found

on the HR Hub on BASE (intranet).

This handbook and the information contained supersede any previous version.



Welcome from the Directors

Welcome to Domino’s and thank you for joining a dynamic team of people focused on

leading the way every day!

We are extremely proud of the Domino’s team, and the calibre of people like you who

join us across the system every day.

We would like to take this opportunity to personally welcome you. Whether you are

about to join Domino’s or an existing employee receiving this handbook for the first

time, we would like to stress that no matter what your role is, you have a direct

influence on helping us to achieve our goals.

The way you can contribute is to do the following three things and do them well:

Always treat people the way you would want to be treated

Throw yourself 100% at the job

Never forget that this business is all about the customer

Please take this opportunity to familiarise yourself with the Company, our history, and

our culture. As you enter into this partnership, we will look to help you develop and

succeed but see this as a two way relationship.

If you have any questions, please ask your Manager or a member of the HR

Department for help.

Thank you again, and we wish you all the best as you enter a world of opportunity and

progress at Domino’s.

The Directors

Business Structure

Domino’s Pizza UK & Ireland Limited is the ‘Master Franchisee’. Essentially this

means that Domino’s Pizza Inc. (based at the international head quarters in Ann

Arbor, Michigan, USA) has granted Domino’s Pizza UK & Ireland Limited the

exclusive rights to own; operate and franchise Domino’s Pizza stores in the UK &

Ireland.

Company Locations



Domino’s Support

Centre 1 Thornbury

West Ashland

Milton Keynes

MK6 4BB

Tel: 01908 580000

Fax: 01908 449197

Domino’s Stores

Training Centre Unit 1B, Kingston Centre

Winchester Circle

Kingston

Milton Keynes

MK10 0BA

Tel: 01908 583914

Domino’s Supply

Chain Centre (MK) 1 Thornbury

West Ashland

Milton Keynes

MK6 4BB

Tel: 01908 580000

Domino’s Supply Chain

Centre (Penrith) Cowper Road

Gilwilly Industrial Estate

Penrith

Cumbria

CA11 9BN

Tel: 01768 840356

Domino’s Supply Chain

Centre (Naas) DP Pizza Ltd

Unit 1B, Toughers

Business Park

Newhall, Naas

County Kildare

Tel: 00353 45437666

Remuneration

Salary

The Company pays your salary as per your contract, either weekly or fortnightly, as it

is earned. This payment will consist of 1/52 (weekly) or 1/26 (fortnightly) of your

current annual salary together with any authorised additions and less any statutory or

agreed voluntarily deductions. Payment will be made by credit transfer to reach your

bank or building society account on a Friday.

You must update any changes to your bank or building society account that is used

for the purpose of salary payment through the Online System.

While the Company will do everything possible to see that you are correctly paid, it

cannot be held responsible for failure to notify changes in time.

Deduction of Money Owed

The Company reserves the right at its absolute discretion to deduct from your pay, or

any other sums due to you, any sums which you may owe the Company howsoever

arising, including, without limitation, any overpayments made to you by the Company,

pay in respect of any unauthorised absence from work, any pay in respect of holiday

you have taken in excess of your holiday entitlement or losses suffered by the

Head Office Employee Handbook

June 2016 Employee Handbook page 8 of 29

Company as a result of your breach of Company rules or the terms of your

employment.

You will be informed prior to any such deduction being made.

Payslips

Your payslip can be viewed using the Online System. If you think your payslip is

incorrect or if you wish to query Income Tax or other deductions, you should contact

the HR Department in the first instance.

Tax Office

Questions relating to your tax code should be addressed to the tax office.

You should quote your National Insurance Number and our Employer Reference

Number: 362/D/42.

Tax Office Address: HM Inspector of Taxes

HM Revenue & Customs

Oxon & Bucks BP 4009

Chillingham House

Benton Park View

Newcastle NE98 1ZZ

Form P60

Form P60 is a summary of your earnings and statutory deductions in the previous tax

year. Your P60 is normally issued in May following the end of the tax year and the

original is sent to the Inspector of Taxes. Your P60 can be viewed using the Online

System.

Form P11d

Domino’s is required to issue a P11d to the Inspector of Taxes. This reports all the

benefits which may be subject to Income Tax. Your P11d is sent to Revenue &

Customs following the end of the financial year. If applicable, your P11d can be

viewed using the Online System. Please note we do not issue P11D for healthcare

benefit as this is reported directly and we have an arrangement with HRMC to not

issue P11Ds for Healthcare.

Expenses

If you incur out of pocket expenses in the performance of your duties, you will be

required to complete an Expenses Form on the Online System for approval by your

Manager. All expense claims must be submitted in accordance with the expenses

policy.



Expenses will be paid into the bank account nominated for your salary payment.

Please refer to the expenses policy for further information on allowable expenses.

Salary Review

Domino’s conducts a review of salaries annually. This review takes into account

internal and external salary relativities. Any resultant salary increases are normally

awarded with effect from the first week of the month the review is due, unless

otherwise stated in your terms of employment.

You will be notified, in writing, of any change to your salary, although there is no

contractual entitlement to an increase in salary.

Hours of Work

Your hours of work are stated in your terms of employment.

You may be required to work additional hours to meet the needs of the business.

Part time employees are paid and receive benefits in exactly the same way as full

time employees, except that salary, annual holiday entitlement and any other benefit

entitlements are calculated on a pro rata basis.

Working Time Directive

The Working Time Directive came into force on the 1st October 1998 with the

intention of limiting hours worked. The various provisions of the Directive on working

hours, overtime, holidays and night work essentially enforce best practice which the

Company already follows. Specifically the Directive limits the number of hours worked

by employees to an average of 48 hours per week over a 17 week period.

However, the Working Time Regulations allow for a variety of exceptions (e.g.

Managing Executives, peaks in workloads) and employees can also agree to opt out of

the 48 hour limit on the working week. We will require you to provide us with 3

months notice if you want to Opt In to the Working Time Regulations.

HGV Drivers are also governed by EU Drivers’ Hours rules as stated in the Road

Transport (Working Time) Regulations 2005 (RTWTR). Any driver who is exempt from

the EU Drivers’ Hours rules is automatically subject to the Domestic Hours Rules

derived from the Transport Act 1968.

Flexible Working Arrangements

You are entitled to request flexible hours to help you achieve a work life balance.

Flexible working refers to a change in working patterns e.g. job-sharing, reduced

working week, term-time working etc. You may request to work flexibly if you meet the

following eligibility conditions:

Have a minimum of 26 weeks' continuous employment with the Company

at the date of the application



Have not made another application to work flexibly within the past 12

months.

You will be able to make one application a year and the acceptance of an application

by Domino’s will be permanent, however; it may be subject to a trial period; prior to

being made a permanent change to your terms and conditions of employment. Whilst

the business will attempt to accommodate any requests there may be times that due

to the needs of the Company that such requests may not be granted.

To apply, you will be required to make a specific request in writing by completing a

Flexible Working Application Form (available on the HR Hub section of BASE) and

submitting this to your Manager. Please refer to the Flexible Working Policy on the

HR Hub section of BASE, for further information

Overtime

From time to time you may be required to work hours over and above your contracted

hours in order to meet the requirements of your job. In some exceptional

circumstances time off in lieu (TOIL) or overtime payments may be made, at the

absolute discretion of the Company.

Where appropriate the entitlement to overtime (and the applicable rate) and all TOIL

must be authorised by your Manager in advance of the additional hours being worked.

TOIL requests and authorisations are managed through the Online System.

Time Off

Holidays

All holidays and time off must be requested via the Online System and authorisation

must be obtained from your Manager in advance of you making any personal

arrangements such as booking of a holiday or flights.

The holiday year runs from 1st January to 31st December each year, annual holiday

entitlements are as detailed in your terms of employment.

New starters and leavers will receive a proportion of the annual holiday entitlement

depending on the length of service in the holiday year, rounded up to the nearest half

day. Holiday pay is based upon the average basic salary which would have been

earned during the holiday period.

Holiday over 2 weeks in duration must also be authorised by your Department Director

in order to maintain business continuity. Payment in lieu of holiday not taken will

only be made upon termination of employment and will be calculated proportionate to

the date of leaving.

The Company encourages employees to take their full annual leave entitlement within

the holiday year. Holiday entitlement for one holiday year cannot be taken in

subsequent holiday years. Failure to take holiday entitlement in the appropriate



holiday year will result in the loss of any accrued holiday not taken. There is no right

to payment in lieu of any outstanding holiday.

Employee’s working part time will be entitled to paid annual holiday and paid Bank or

Public Holidays, on a pro rata basis.

Public Holidays

The following public holidays will be recognised by the Company:

New Year's Day

Good Friday

Easter Monday

May Day Bank Holiday

Spring Bank Holiday

August Bank Holiday

Boxing Day

However, you should be aware that you may, depending upon your role and terms of

employment, be required to work recognised public holidays. It is not policy to award

holidays for religious festivals outside those recognised as a public holiday. However,

if you request annual leave for a religious festival this will not be unreasonably

refused, unless there are compelling business reasons.

Doctors, Dentist and Hospital Appointments

Whenever possible you are expected to arrange doctor, dentist and hospital

appointments outside normal working hours.

When medical appointments cannot be arranged outside normal working hours they

will normally be accommodated, subject to receiving permission from your Manager

beforehand.

If these visits become frequent they may be set against your holiday or regarded as

unpaid leave. You should also endeavour to make your appointments at the beginning

or end of the working day to reduce lost time. Exceptions to this will apply in the

cases of any illness which is deemed to be pregnancy related or considered as a

disability as defined by the Disability Discrimination Act.

Public Duties

When public duties such as membership of a Statutory Tribunal, Local Authority or

Justice of the Peace occur unavoidably during working hours a reasonable amount of

time off, with pay, will normally be granted, subject to prior permission from your

Manager.

Attendance at Court

If you are summoned for Jury Service or asked to attend court as a witness, you must

inform your Manager immediately. We reserve the right to make an application to the

court to postpone the jury duty if your absence from work would cause serious

disruption.



During your absence, the Company will pay you the difference between your normal

salary and the amount claimable by a juror/witness for loss of earnings. It is essential

that you obtain the relevant form for claiming loss of earnings and send it to the HR

Department. If you are called for jury service but are not called upon to serve on a

particular day, you must attend work on that day if it is reasonably practical to do so.

Reserve and Volunteer Forces

If you are a member of the Territorial Army or a similar organisation, such as the

Royal Air Force Reserve or Cadet Forces, you are allowed a maximum of one week's

paid leave per annum for annual training, special courses or exercises, subject to your

Manager's approval, where you can demonstrate that you are utilising an equivalent

amount of your annual holiday entitlement for these purposes.

Extended Leave

Written applications for extended leave must be received by 30th November each year

for the following holiday year. All applications will be reviewed and employees will be

notified of approval or decline in early December.

Compassionate Leave

If circumstances arise (for example the death or serious illness of a close relative) you

should discuss the matter with your Manager who will give consideration to granting

time off. Time off may be blended with annual leave where a period of extended leave

is required.

Compassionate leave will normally be up to a maximum of 5 paid days, in relation to

immediate family members, as indicated in the table below:

Immediate dependant (spouse; partner; child; parent;

person living in the same household as the employee

other than as his/her employee, tenant or lodger).

Up to 5 days

Other relatives Up to 1 day

Absence Procedure

If you are not able to attend work because you are ill or injured, you must observe the

following procedure.

Initial Reporting

You must telephone your Manager in person prior to your normal starting time on the

first day of your absence to explain why you are not at work and how long your

absence is expected to last.



You should not leave messages about your absence on voicemail, with a colleague or

by text. If your Manager is not available you should speak to the next available

Manager. Only in exceptional circumstances should your absence be reported by a

third party.

Absence lasting up to 7 calendar days

If you are absent for seven or less calendar days you must complete a Self

Certification Form as part of your return to work (normally the first day). Once

approved; the form will be sent to the HR Department; to ensure payment of any sick

pay due. Without this form no payments will be paid for the period of absence.

Absence which continues for more than 7 calendar days

If you are absent for more than seven calendar days you must obtain a Statement of

Fitness for Work (“Fit Note”) signed by a doctor and send it to the HR Department to

reach them before the seventh working day of absence. During any period of longer-

term absence you must provide a Fit Note(s) to cover the entire period of absence (to

reach the HR Department no later than three working days after the date of issue).

You must keep your Manager regularly informed and updated of your progress and it

is your responsibility to ensure that on your return to work, your absence is properly

recorded in the Online System in line with the absence policy.

Continued Absence

If your Fit Note is due to expire and you intend to visit your GP again, you must let us

know so that we can plan for your continued absence.

If your absence is due to continue beyond the expiry date of a Fit Note, you must let

your Manager know on the first day following the date of expiry of the existing Fit

Note so that we are kept informed at all stages of your absence.

The above absence procedure is contractual and failure to comply may result in

disciplinary action.

Sick Pay Entitlement

Provided that the necessary absence reporting procedures are followed you may

(subject to the discretion of the Company) be entitled to Company Sick Pay.

Entitlement is according to length of service and is shown in your terms of

employment.

In certain circumstances, Domino’s may suspend you from the sick pay scheme or

defer making a decision regarding payment until you have returned to work.

Regardless of the duration of any absence from work due to sickness, upon your

return to work, you will be required to attend a Return to Work Interview with your

Manager, to ensure you are well enough to return to fulfil your duties.



If required, the Company reserves the right to arrange for you to meet with an

Occupational Health Professional, or for the HR Department to seek access to your

medical records, subject to your prior approval.

Domino’s administers Statutory Sick Pay (SSP) on behalf of the Government. SSP is

not payable for the first 3 days of absence.

If you fall sick during a holiday you cannot receive statutory or Company Sick Pay - as

you are already being paid. At the end of the holiday period, if the sickness continues,

the normal absence reporting requirements must be followed.

The HR Department reviews sickness absence monthly and on an ongoing basis to

ensure both the employee's and the Company’s needs are met.

Managers Reporting Responsibilities

Managers are required to report sickness absence using the Online System to ensure

all absences are reported.

Failure to report sickness absence may result in the employee receiving either

incorrect or no salary payments.

Unauthorised Absence (AWOL)

Absence that has not been notified according to Domino’s procedures will be treated

as unauthorised absence, unless a reason is subsequently given which the Manager

considers to be acceptable.

If you do not report for work and have not informed your Manager why you have not

attended, your Manager will make all reasonable efforts to contact you, e.g. by

telephone or by writing and record any actions taken.

If you fail to follow the absence procedures or there are any other periods of

unauthorised absence you may face disciplinary action, which may ultimately result in

termination of employment.

Maternity

Domino’s will provide support throughout any pregnancy and maternity leave period

and it is our policy to ensure that as far as possible that our employee’s are able to

combine their career and family responsibilities.

To ensure that you are able to benefit fully from your maternity entitlement you must

inform the HR Department that you are pregnant as soon as practicable and then

follow the Maternity Policy which is available to download on the HR Hub section of

BASE.

Paternity Leave

There are two types of Paternity Leave: Ordinary Paternity Leave and Additional

Paternity Leave (for parents of babies born before 5th April 2015) or Shared Parental



Leave (for parents of babies born on or after 5th April 2015). To ensure that you are

able to benefit fully from your paternity entitlement you must inform the HR

Department that you would like to take Paternity Leave and follow the Paternity Policy

which is available for download on the HR Hub section of BASE.

Adoption

Domino’s implements the adoption leave rights set out in legislation. If you are to be

newly matched with a child for adoption by an adoption agency, you may also be

entitled to Statutory Adoption Leave and Statutory Adoption Pay.

Further details are outlined in the Adoption Policy which is available to download on

the HR Hub section of BASE.

Parental Leave

The purpose of parental leave is to enable employees who are responsible for a child,

to be absent from work to care, or help care for that child.

For further information and how to apply please refer to the Parental Leave Policy on

the HR Hub section of BASE.

Family Emergencies (Time Off for Dependants)

Authorised unpaid leave may be given in cases of serious illness within the family.

A reasonable amount of time off will be granted to enable alternative arrangements to

be made thereby reducing the amount of time needed to be away from the business.

You should discuss the matter with your Manager.

What is reasonable will depend upon the circumstance of each incident (normally

reasonable time off would not exceed 2 days). You should agree with your Manager

how long you will be away from work.

Please refer to the Family Emergency Policy on the HR Hub section on BASE.

Employee Benefits

Pension Scheme

You will have the opportunity to join the Company Pension scheme with contribution

rates up to 5% matched by the Company. You will need to decide whether you wish

to join on this basis within the first 12 weeks of your employment.

Alternatively, if you make no decision you will be auto-enrolled into the existing

scheme after 12 weeks with the right to opt-out.

Both pension options will be deferred by 12 weeks from your joining date with

contribution payments not due to be taken until 12 weeks from your joining date.



If you do opt-out you will be able to re-join at a later date, the Company reserves the

right to only allow this to happen once in every 12 month period.

The Company also has a legal requirement to automatically enrol you back into the

Pension scheme every 3 years, and you will need to opt-out again if you do not wish

to join at this time.

Death in Service Benefit

On successful completion of your probationary period you will be insured under the

Group's Life Insurance Scheme. This scheme provides a lump sum payment of two

times salary at the discretion of the Trustees of the Scheme/Administrators, in the

event of your death whilst employed by the Company, subject to the regulations/rules

of the Scheme.

Domino’s reserves the right in its absolute discretion to alter the level or type of cover

provided; or to cease to provide (without replacement or money in lieu) the cover at

any time. In particular (but without limitation), Domino’s will exercise its discretion in

this regard if, in the reasonable opinion of the Company, your state of health is or is

likely to become such that the premiums payable by Domino’s incurred in providing

such insurance become uneconomic.

Domino’s shall not have any liability to pay any employee benefits under any

insurance scheme unless it receives payment from the insurer under the scheme

itself. If the insurance company usually makes payments direct to the employee but

fails to make payment for any reason, Domino’s shall not have any liability towards

you and you should pursue this matter directly with the insurance company.

Private Medical Insurance (PMI)

You are eligible to join the scheme after you have successfully passed your

probationary period. Partners or family members are permitted to join the scheme,

but this will incur an additional cost to you. Please complete the Employee Health

Cover and Denplan form accordingly.

Whether a medical condition or form of treatment is covered by the scheme is entirely

dependent upon the insurance company's ruling. Any decision by the insurance

company is final. You are therefore advised that before committing yourself to any

private healthcare costs you should check that the costs will be covered by the

insurance company. Private medical schemes do not normally cover any chronic

medical conditions.

Private medical benefit premiums are taxable when paid for by the Company.

Therefore, the value of the premium paid on your behalf will be shown on your payslip

as a notional amount for you to be taxed on at the relevant rate.


provided or to cease to provide (without replacement or money in lieu) the cover at

any time. In particular (but without limitation), Domino’s will exercise its discretion in

this regard if, in the reasonable opinion of Domino’s, your state of health is or is likely



to become such that the premiums payable by Domino’s incurred in providing such

insurance become uneconomic.

Domino’s shall not have any liability to pay any employee benefits under any

insurance scheme unless it receives payment from the insurer under the scheme

itself. If the insurance company usually makes payments direct to the employee but

fails to make payment for any reason, Domino’s shall not have any liability towards

you and you should pursue this matter directly with the insurance company.

Worldwide Travel Insurance

In conjunction with the Private Medical provision, Domino’s currently provides

Worldwide Travel Insurance.

You are eligible to receive this benefit after you have successfully completed your

probationary period. Further details can be found within your Private Medical

Insurance Information Pack.


provided or to cease to provide (without replacement or money in lieu) the cover at

any time. In particular (but without limitation), such discretion will be exercised in

the event that the insurers cease to provide such cover as part of the Private Medical

Insurance and, in such circumstances and for the avoidance of any doubt, Domino’s

shall be under no obligation to provide a replacement or money in lieu.

Vitality Scheme

Domino’s provide a Vitality Scheme in partnership with our Private Medical Insurers.

This means that if you opt to take advantage of the Private Medical Insurance, you are

automatically eligible to participate in the Vitality Scheme. The Private Medical

Insurance Company will send you details on how to enrol.

Vitality is a scheme that not only helps you to get healthy; it rewards you for doing so.

It provides the opportunity for discounted gym membership and health reviews so you

can understand how to improve your health. Whether you want advice on eating well,

getting active or help to stop smoking there are discounts and rewards galore to

motivate you. More detail can be obtained from the Your Benefits Section on the HR

Hub on BASE.

Share Save Scheme

From time to time, Domino’s offers a Save as You Earn Scheme for all permanent

employees who have successfully passed their probationary period. The scheme

allows you to save a fixed amount each month and use the proceeds after three years

(if you wish) to acquire Domino’s shares at a discounted Exercise Price.

Future decisions concerning further Share Save Schemes will be notified to you as

and when appropriate.



Donate a Day to Charity

Domino’s actively promotes the donation of one working day per year to support a

number of charitable occasions. Further details can be obtained from BASE

Business Travel

Company Cars

You will be informed in your terms of employment or promotion letter if you are

eligible for a company vehicle or a car allowance.

The company cars are part expensed so any private miles need to be reimbursed to

the business, the re-imbursement rates are set by HMRC and dependent upon the

engine capacity of the car you are driving. Please refer to the following website link to

check the current rates set by HMRC.

http://www.hmrc.gov.uk/cars/advisoryfuelcurrent.htm

Please refer to the relevant Car Policy further details can be obtained from BASE.

The company reserves the right to review from time to time if the role still requires a

vehicle or a car allowance and it reserves the right to withdraw this benefit at any

time in line with the Company Car Policy and Car Allowance Policy.

Use of Private Cars for Company Business

If you drive your own car on company business, you should ensure your personal car

insurance covers you for business use. In exceptional circumstances, the Domino’s

fleet policy may be extended to apply to any private vehicle not belonging to, hired or

lent to Domino’s whilst being used with our permission by an employee. This cover

will only apply while such vehicle is being used in connection with Domino’s

business. It should be noted that there is a £500.00 damage excess on this policy.

You will also need to sign a Driver Declaration Form before using your vehicle for

business use. This form is available on BASE.

You are entitled to claim for mileage and details of current mileage rates can be

obtained from the HR Hub Section of BASE.

Use of Mobile Phone whilst Driving

Using a hand held mobile phone whilst driving is illegal and dangerous. No employee

is permitted to operate a handheld mobile phone or other communication device

whilst driving for Domino’s. The use of ‘hands free’ systems in cars must be kept to a

minimum. Where possible drivers should find a safe place to pull over and make the

call whilst stationary.

Any employee who breaches the Company Car Policy may face disciplinary action,

which may ultimately result in termination of employment.

http://www.hmrc.gov.uk/cars/advisoryfuelcurrent.htm



Company Communications

Internal Communication

Domino’s strongly believes in the effective communication of information to all

employees in order to promote a greater understanding of the Company's position, the

issues it faces and the direction it is taking. It also values the comments and ideas of

its employees.

The methods used for communication are designed to encourage a two-way exchange

between management and employees. In order to be truly effective, the full

commitment of everyone within the Group is essential.

Methods of communication include:

Chief Executive's Updates

The Chief Executive updates employees on strategic issues, company performance

and prospects. This is done through a variety of formats including but not limited to

All Staff Meetings and BASE.

Team Meetings

Your Manager will hold regular meetings with you and the rest of the team in order to

brief you regarding events taking place within Domino’s.

E-mail

E-mail is used to inform you of Company-wide issues and announcements

BASE Intranet

Domino’s has an intranet site which holds a host of useful information including

corporate information, policies, procedures, and business related articles.

Media Communication

If you receive an enquiry from the media or suspect that you are speaking to a

member of the press you must adhere to the following procedure:

Incoming Media Enquiries

Transfer the call to the PR department, where the enquiry will be dealt with.

Outgoing Communication

Written approval must be obtained from PR prior to making an outgoing

communication.



We operate a ‘No Names Policy’ which is used to reduce the number of cold calls you

may receive at work.

Franchisee personal details must not be passed on to any third party without receiving

their express permission first.

Keeping the Company Informed

The Online System

In order to maintain accurate employment records, you are required to ensure your

details are accurate on Online System. Formal documentation of proof of the change

may also be required.

All records will be stored confidentially within the HR Department or by our

outsourced payroll provider. For this purpose Domino’s is registered with the Data

Protection Agency.

Dress and Appearance

Domino’s maintains a business casual working environment. You should use

discretion in wearing attire that is appropriate for the office and supplier/franchisee

interaction.

We operate “Dress Down Fridays” when it is permissible to wear jeans.

Domino’s will endeavour where possible to take into account employee religious or

cultural requirements in terms of variances in clothing and appearance.

Uniform

Where necessary for your role, Domino’s will issue you with a uniform and any safety

apparel required by Health and Safety, eg. Boots, gloves, overalls, etc.

You need to be aware that whilst you are in uniform outside of your normal working

hours, ie. During your commute to and from work, you are still representing Domino’s

and therefore, must not act in a way that will bring Domino’s into disrepute.

Performance & Development

Our reputation as a brand that delivers excellence, depends on the contribution of

employee’s being committed to high levels of performance and their own continuous

development. The aim of our Learning and Development Strategy is to develop a high

performing culture where people feel engaged in the business and have the skills

required to positively contribute; to our success through continuous improvement, self

discovery and ownership.

Developing your skills and knowledge is going to be critical to your success, and from

our part, we will make sure you have the chance to learn the things you need to know

for your job and to look after our franchisees/customers. That might mean attending a



course, working towards a professional qualification, using an online package or being

mentored or coached by an experienced colleague.

We will also work with Managers and employees across the business to evaluate the

impact of development activity to ensure that the investment we make in professional

and personal development is delivering the required business benefits.

Performance Reviews

Every manager must complete a PDR for each employee who reports directly to them,

at least annually.

Performance reviews are an on-going process and managers are required to hold

regular progress reviews with you as a means of support and encouragement in

achieving objectives and assessing competence.

The purpose of the PDR is to ensure that you are aware of the standards expected of

you and of your performance in your current role. It provides a formal review of

achievement over the review period and an opportunity to agree objectives and

learning and development needs for the next review period.

Induction

All new employees will participate in a planned induction process which will help you

to adapt quickly to your new work place.

Financial Support

In the event that you receive financial support for further education or training and

leave our employment you will be required to repay to the Company a proportion of

the cost.

Professional Fees

All institute fees for a professional membership, essential for your job, will be

reimbursed through the expenses procedure.

Security and Confidentiality

Access to Premises

It is in the interest of all that security measures are followed to prevent unauthorised

access to our company premises. Access to all premises is controlled through the

provision of security passes. If you are responsible for any visitors to our sites, you will

need to ensure that they report to Reception to sign in and be issued with a visitors

pass.



Right of Search

Domino’s reserves the right to search you, your personal belongings, desks and any

vehicles. In the event that a search is considered necessary, or random searches are

being conducted, you may have a colleague in attendance.

Confidentiality, Business Ethics & Public Interest Disclosure

You may not disclose to unauthorised persons, confidential or other classified

information to which you have access. Information, data, specifications and all

documents relating to Domino’s business and personnel must be treated as

confidential, both during and after your employment with Domino’s. You are

responsible for the security of any such information/documents to which you may

need to have access during the course of your work.

It is your duty to disclose any fraud, bribery, error, misconduct, irregularity or

underhand practice which comes to your knowledge or of which you may have

suspicions. Any such circumstances should be reported immediately to a higher level

of management for investigation.

This does not prejudice your rights to make a protected disclosure under the Public

Interest Disclosure Act 1999 (commonly termed as "Whistleblowing"). In order for a

disclosure to be "protected" it must relate to a particular subject matter and must be

made following the procedure set out in the Whistleblowing Policy. Refer to the

Whistleblowing Policy on the HR Hub of BASE for more details.

Social Websites

Domino’s respects an employee's right to a private life. However, the Company must

also ensure that confidentiality and its reputation are protected.

Examples of Social Networking include but are not limited to:-

Audio/video sharing, dating and blogger websites e.g. Facebook, Twitter, LinkedIn,

MySpace, Pinterest, GooglePlus, DeviantART, LiveJournal, Zoosk, Plenty of Fish,

Vimeo, metacafe, flikr, Sound Cloud, YouTube, Blog Spot, WordPress.

To protect our interests, Domino’s require employees using social networking, to

comply with the Social Media Policy and in particular:

To ensure that they do not conduct themselves in a way that is detrimental to

Domino’s as an employer or to the brand;

To take care not to allow their interaction on these websites to damage working

relationships between other employees, Franchisees or Customers of Domino’s

Inappropriate use of these sites inside and outside the workplace may result in

disciplinary action if it brings Domino’s reputation into disrepute or exposes it to

potential claims or liabilities.



If you make a defamatory statement that is published on the internet, you may be

legally liable for any damages caused as a result of your actions.

We reserve the right to bring legal proceedings against you if a defamatory statement

is made in connection with our business or trading reputation. Please refer to the

Social Media Policy in the HR Hub section of Base for more information.

Data Protection

Domino’s shall collect, hold and process personal data in accordance with the

provisions of the Data Protection Act (DPA) 1998.

These provisions apply to personal data which has been automatically processed and

to some types of manual records.

The DPA places obligations upon those who process personal data to, firstly, disclose

the nature of the process by registration and secondly follow sound practice by

complying with the DPA principles and the terms of such registration.

Full details are set out on the in the Data Protection Policy in the HR Hub section of

BASE.

Gifts and Hospitality

It is Domino’s policy to conduct its business in an honest and ethical manner. We

take a zero-tolerance approach to bribery and corruption and are committed to acting

professionally, fairly and with integrity in all our business dealings and relationships

wherever we operate and implementing and enforcing effective systems to counter

bribery.

To ensure that you avoid any allegations of bribery, compromise or having a conflict of

interest, our policy requires anyone who receives the offer of, or an actual, gift or

hospitality from a supplier or franchisee (or who wishes to offer a gift or hospitality to

a supplier or franchisee) to make their immediate Supervisor/Manager and/or Director

fully aware of what is being offered and gain the appropriate approval prior to

acceptance or prior to making an offer.

Any such gift or hospitality must be recorded accurately on your Department’s

Gift/Hospitality Register

More information can be found in the Anti Bribery Policy in the HR Hub section of

BASE.

Outside Business Activities

During working hours employees must devote the whole of their time, attention and

abilities to Company duties. In addition, you are required to avoid situations in which

any personal interest’s conflict or might conflict with the interests of the Company.

Any external third party interests must be disclosed in writing to your Manager and

the HR Department prior to being assumed. The HR Department will then provide you



with the appropriate written approval/rejection in relation to the proposed third party

interest. The Company will endeavour to respond to any written request from you

within 3 working days.

Failure to inform the Company of any external party interests, which later come to the

Company’s attention, could lead to disciplinary action being taken against you.

If you do receive approval from the HR Department to have a third party interest, such

activities must take place outside of your employment with the Company and must

not adversely affect your performance or efficiency at work. We are required by law to

ensure that you are not working in excess of 48 hours (if you have elected to Opt In)

in a 7 day period when taking into account the hours worked in such other

employment or activity so you must ensure you disclose the amount of time you

expect to be involved with any third party interests per week in your written request to

your Manager and the HR Department.

The Company does recognise and respect individual employee's rights to engage in

activities outside of their employment that do not conflict with your job or reflect

negatively on the business of the Company and this will be taken into consideration

by the Company when considering whether to approve or reject any request to be

involved with a third party interest.

You should not conduct business on behalf of the Company with a relative or

organisation with which you are associated, or an organisation with which a relative is

associated.

Should you discover that the Company is conducting business with a relative or

organisation, of which you are associated, you must disclose this immediately to your

Manager/Director.

Mobility

Your Statement of Terms of Employment will show the location at which you will be

required to work when you begin your employment with us.

The Company reserves the right to appoint you to additional positions and to base you

at other locations whether temporarily or permanently as the needs of the business

require, provided that any relocation outside your current area will only be made with

your consent.

You may also be expected to travel throughout the UK or elsewhere when required for

the fulfilment of your duties.

Use of Company Equipment

It is your responsibility to ensure that any Company equipment that is issued to you

and within your possession is kept secure and not damaged in any way.

Duplication of Software

Duplication of software for personal use is not allowed.



Password Security

It is your responsibility to maintain the confidentiality of your logon passwords. Care

must also be taken not to display such passwords where they might be seen by

another person. If you suspect your passwords have been compromised you must

change them immediately.

The sharing of passwords or accounts with other employees or third parties is not

allowed and if you suspect a password or account has been compromised you must

immediately report it to the IT Service Desk.

Unauthorised or Unlicensed Computer Programs

To protect Domino’s systems from harmful computer programs brought in from

outside sources, only business software or "demos" screened and approved by the

relevant Information Systems Department may be used in our computers.

This applies to any software or "demo" from any source, including public bulletin

boards, shareware, catalogues, user groups, computer stores and home computers.

The use of unlicensed software in Domino’s computers is illegal and a breach of our

IT Acceptable Use Policy.

Unattended Workstations & Electronic Devices

You must lock your computer whenever you leave it unattended. This also includes

any electronic device that may provide access to work related data i.e. iPhone/iPad.

All electronic devices should be protected with a secure pass code which means that

only the user of the device can activate it. If you are unsure how to pass code protect

your device you should contact the IT Service Desk for further information.

E-Mail and Internet/Intranet Use

You must not send e-mails or attachments or access websites which could be

considered to be:

Embarrassing to the Company

Offensive

Defamatory

Illegal

Obscene

Discriminatory

Sexually explicit

Profane



An infringement of copyright

If you receive an e-mail or access a website that could fit the description listed above,

you should report it to the IT Service Desk. Never open an attachment sent to you

from a source that you do not trust or even from a trusted source at an unexpected

time as it could be a source of virus propagation.

Domino’s reserves the right to monitor all internet activity including emails associated

with a Domino’s email account or accessed via Domino’s property.

Full details of the IT Acceptable Use Policy and the Data Protection Policy can be

found on BASE.

Health and Safety – an Overview

Domino’s is committed to achieving high standards of health and safety and recognise

that a number of the activities it undertakes, or that are undertaken on its behalf,

could potentially involve risks to the health, safety and welfare of its employees and

others, as well as the risk of damage or loss to property, plant and equipment.

We take seriously our responsibilities under health and safety legislation and we have

made it a key objective to not only ensure that effective safety management systems

are in place, but to develop a culture supportive of health and safety so as to improve,

on a continuing basis, the control over risks to people’s health and safety.

Your co-operation is vital in the successful achievement of these objectives and will

be actively encouraged through involvement and joint consultation.

Additionally, you are reminded of your own obligations under health and safety and in

particular to:

take reasonable care of your own health and safety and that of others who

may be affected by your acts or omissions;

to cooperate with the Company, and others as appropriate, to enable the

Company to carry out its health and safety responsibilities;

never to intentionally or recklessly interfere with or misuse anything

provided in the interests of health, safety and welfare.

Full details of Domino’s Health and Safety arrangements, including your individual

responsibilities, can be found in the Health & Safety Policy that is available to view

on BASE.

Smoking

In accordance with the Smoking Regulations, smoking is prohibited inside all

Company buildings and Company vehicles. E-cigarettes will be treated as cigarettes

and therefore prohibited inside all Company Buildings and Company vehicles.



It is important that you understand that you are personally responsible for complying

with these requirements, and there is no discretion available to Managers to authorise

an override or to disregard the smoking rules on the premises.

The allocated times for smoking breaks are during your normal designated lunch

breaks for Head Office this is between 12:00 hrs and 14:00 hrs only and is strictly

forbidden outside of these hours regardless of your working day. Smoking is confined

to the designated smoking area.

All visitors to site will be expected to conform to these practices.

Drug and Alcohol Abuse

To ensure the health and safety and well-being of all employees and the general

public, Domino’s is committed to maintaining a work environment that is free of

illegal drugs and of drugs and alcohol that are used illegally.

Accordingly, we prohibit the consumption of alcoholic beverages and/or any non

prescription drugs that will adversely affect your ability to perform your duties.

Prescription drugs will be excluded where they are being used as prescribed in

accordance with guidance from a medical professional.

We also prohibit the unlawful possession, use, distribution, or manufacture of alcohol

or controlled substances on any premises connected with Domino’s.

Domino’s commits to take all reasonable steps to prevent the abuse of any substances

which may affect any person during the course of their employment.

You may be subject to testing for drugs and or alcohol during the course of your

employment. Failure to comply with a request for testing, without prior written

notification from a medical professional, may result in working restrictions being

placed on you for compliance purposes and could result in termination of your

employment.

Equal Opportunities

Domino’s is an equal opportunities employer. Our aim is to ensure that recruitment,

development and promotion of employees is based solely on their suitability for the

work to be done. No job applicant or employee will be discriminated against because

of his/her sex, or gender (including gender reassignment) sexual orientation, marital

or family status, age, ethnic origin, disability, race, colour, nationality, national origin,

creed, political affiliation, religious belief, part-time status, fixed-term status or any

other legally protected characteristic.

Domino’s encourages an environment in which everyone is entitled to work free of

harassment, victimisation or bullying.

Selection criteria and procedures will be frequently reviewed to ensure that

individuals are selected, promoted and treated on the basis of their relevant merits

and abilities.



Disciplinary, Capability & Grievance Policies

Domino’s recognises and acknowledges that the vast majority of employees wish to,

and consistently do conduct themselves at work in an acceptable and appropriate

manner. It also recognises that there are occasions when an individual’s conduct may

be unacceptable or their performance does not meet the required standard.

Alternatively, the employee may believe the behaviour of a colleague or the

organisation is unacceptable and they have a complaint to make in the form of a

grievance.

The primary purpose of the Disciplinary, Capability & Grievance Policies is to ensure

that employees understand the rules and procedures for dealing with matters of

discipline and grievance and to encourage improvement in those areas.

The Disciplinary, Capability & Grievance Policies are available on the HR Hub section

of BASE and are by way of guidance only and do not form part of any employees

terms and conditions of employment.

Harassment

Harassment is unwanted conduct affecting the dignity of employees at work. It

includes unwelcome physical, verbal or non-verbal conduct and it could amount to

unlawful discrimination.

Harassment can involve a single incident or may be persistent, and may be directed

towards one or more individuals. Examples of harassment include, but are not limited

to:

Unwelcome sexual attention

Subjecting others to insults, innuendo, ridicule or degrading comments

Displaying or circulating offensive or suggestive literature, pictures or

images

If you believe that you have been subject to, or have witnessed harassment,

victimisation or bullying you should take the matter immediately to your Manager or

the HR Department.

Domino’s will undertake a full investigation and any employee whose conduct is

found to constitute harassment will be subject to disciplinary action.

If you are experiencing harassment and would prefer to discuss it informally, you may

do so by contacting the HR Department. Your conversation will remain in confidence

and together a way forward can be determined.

There shall be no repercussions for any employee who lodges a complaint of

harassment, or assists with an investigation, providing that the complaint has been

raised in good faith.



Leaving the Company

If you decide to leave Domino’s, you must inform your Manager immediately and

confirm your intention in writing, with a copy to the HR Department, giving your

anticipated leaving date. The period of notice required by you is detailed in your

terms of employment.

You will normally be asked to attend an exit interview with a member of the HR

Department. The purpose is of the exit interview is to drive organisational

improvement.

Before leaving the Company all outstanding accounts with Domino’s must be settled

and all items of Company property returned. This includes all company equipment,

uniform, keys, manuals, files, books, documents and security passes.

Domino’s will be entitled to deduct from your final pay, any monies owed to the

Company.

It is Company Policy to provide factual references only.

References for future employers can only be provided by the HR Department. Under

no circumstances is any other employee authorised to provide written or official

employment references on behalf of Domino’s.

The HR Department will not normally issue open references to employees but will

provide factual references to prospective employers upon request.

Documents

Support Office Employee Handbook - PAGETIGER€¦ · Head Employee Handbook June 2015 Head Office Employee Handbook page 6 of 29 Welcome from the Directors Welcome to Domino’s and