1 carter jonas employee handbook

1 Carter Jonas Employee Handbook

2 Carter Jonas Employee Benefits

This handbook will give you more information about each of the schemes and guide you through where you need to go to access more information and how to join them. Further information can be found on the Loop under Business Services, Human Resources or on our flexible benefits portal.

Flexible Benefits

Flexible Benefits introduction

Pension

Cycle Scheme

Gym Flex

Health Cash Plans

Health Screening

Well-being - My Active Discounts

Critical Illness

Denplan

Buying Holiday

Lifestyle Discounts

Important Terms

Additional Benefits

CJ Benefits & Total Reward

Bereavement Support

Discounted Carter Jonas Services

Employee Assistance Programme & Counselling

Employee Referral

Eyecare Vouchers

Life Assurance

Microsoft Office for Home Use

New Business & Cross Referral Recognition Scheme

INTRODUCTION

WE OFFER A WIDE RANGE OF BENEFITS TO OUR EMPLOYEES THAT YOU CAN ELECT TO JOIN OR USE DURING YOUR EMPLOYMENT WITH CARTER JONAS.


benefits

HOW DOES IT WORK?You decide which additional benefits you would like to have access to as a member of Carter Jonas. The scheme is designed to enable you to receive your package in the most tax-efficient way. The tax and National Insurance (NI) treatment of each benefit is described in more detail in the relevant section online.

YOUR ‘CORE’ BENEFITSSome benefits are deemed so important to you and your family’s wellbeing that Carter Jonas will continue to provide these “core” benefits without the need for you to choose them. The core benefits provided to you are Pension and Life Assurance.

USING ‘FLEX’ ONLINETo make it easier to review and select the benefits that are right for you, we are providing a unique website that you can access 24/7 - called Flex.

Visit: www.mycompanyplan.co.uk/cj

Or call the Hargreaves Lansdown helpdesk: 0117 314 1776

You can view your total reward statement, manage your pension and investments and select/model any choices you would like to make and submit these when complete.

Once you have selected and submitted your benefit choices, you will not be able to change your mind until the next annual enrolment, unless there is a significant event in your life.

Welcome to ‘Carter Jonas Flexible Benefits (Flex)’, Carter Jonas’ flexible benefits, total rewards statement and pension scheme that allows you to choose your own combination of benefits.


PENSION

An Overview Of The SchemeAuto Enrolment is a government lead initiative to encourage employers and employees to save for a pension. All employers have to make contributions to a pension plan for employees via auto enrolment into a pension scheme. The Law states that all employees must be enrolled onto the scheme upon joining or every three years. You may elect to opt out of the scheme by giving us notice in writing within 30 days of you being notified of your Enrolment (you cannot give notice prior to being enrolled). The structure of the scheme is as follows:

Carter Jonas Contribution

Employee Contribution

Total Contribution

Notes

April 2018 2.5% 2.5% 5% All eligible employees must increase pension contribution to 2.5%

April 2019 4% 4% 8% All eligible employees must increase pension contribution to 4%

In addition, all employees have the option to opt into the pension scheme if they are not eligible to be auto enrolled or if they wish to increase their personal pension contributions. Employees can increase their own contributions at any time, as long as it is above the minimum requirement.

All deductions are made via Salary Sacrifice from your pay which means they are free from tax and NI deductions.

Employees who are Associates or above are eligible for matching contributions of between 2.5 and 5%.

Who Provides The Scheme?Hargreaves Lansdown

Who Can Access The Scheme?All employees through the Flexible Benefits portal.

Click here for more information

http://theloop.cj.local/busservices/hr/Pages/HR-Documents.aspx?RootFolder=%2Fbusservices%2Fhr%2FNew%20HR%20documents%2FBenefits%20Further%20Information&FolderCTID=0x012000201F51A489253E448BED669FE9FF808B&View=%7b6B7E0512-8512-40E8-B4DE-2EEEA78D655E%7d


An Overview Of The SchemeSelect discounted gym membership and make NI savings and spread these over 12 months. Typical savings are between 15-35% when compared to standard membership rates at the same club.

My Active DiscountsGymFlex have introduced a discounts website that can be accessed by all employees regardless of whether they sign up to a gym membership or not. The link can be found under on the Flex site under the GymFlex page.

Who Provides The Scheme?Hargreaves Lansdown


GYM DISCOUNT

CYCLE SCHEMEAn Overview Of The SchemeGet a bike tax-free saving up to 32% of the cost. You can get just about any bike you like from a local bike shop; it’s good for your health and the environment too. At least 50% of the bike’s use should be for work purposes, however, the bike can also be used for nonwork purposes.

Process• Select the voucher amount on the Flexible Benefits system.• Complete an online hire agreement• Provider issues invoice. The invoice needs to be emailed to

[email protected].• Upon payment of invoice and receiving forms back, provider should

issue voucher (certificate) to employee.

Who Provides The Scheme?Green Commute Initiative





HEALTH SCREENINGAn Overview Of The SchemeRegular health screens help determine your wellbeing, minimise the risk of future illness and allow early detection of medical issues. By identifying any potential risks or problems, you can develop strategies to address these and help maintain your physical and mental health.

Key Benefits of this Scheme• Health Core provides a well-rounded view of where your health

is currently.• Health Focus provides a focused view of where your health

is currently• Health Enhance provides a detailed picture of your health

Who Provides The Scheme?BUPA


HEALTH CASH PLANSWho Provides The Scheme?Simply Health


An Overview Of The SchemeDifferent levels of cover offer you and your family care appropriate to your needs at a corporate discounted rate, including out-patient, dental and optical cover on a reimbursement basis.

Key Benefits of this Scheme• Comprehensive cover for a range of relevant, everyday

healthcare treatments• Online health risk assessments & health screening• Children under 21 can be added for free






WELL-BEING MY ACTIVE DISCOUNTS

An Overview Of The SchemeLifestyle is the range of “voluntary benefits” of products and services offered to you at a discount.

Accessing the Sceme?Through the Flexible Benefits portal under GymFlex. The discounts portal can be accessed by all employees regardless of whether they are signed up to GymFlex or not.

The link for ‘My Active Benefits’ can be found on the Hargreaves Lansdown Flex site under the GymFlex page.

You will need to enter your email address to register. The company login is ‘carterjonas’.

Section Name Key Discounts

Apparel Gymshark, Nike, Shore, Ascis, Converse, Under Armour, Wear Wolf, Vans and Cycle Solutions

Equip Yourself Garmin, Cotswold Outdoor, JimBag, Snow + Rock, All outdoor, Beast Gear and Ninja

Go Away & Chill Forest Holidays, Super Break, APH, airport parking and Virgin Experience Days

Have Some Fun Red Rush Driving, Virgin Days, Super Break, Thorpe Park, Alton Towers, Legoland, Merlin Entertainment, Karting Nation, Go Ape, Quad Nation, Go Bubble Ball and Jump This

Nutrition My Protein, Bulk Powders, FitFooder, Hello Fresh, FlapJacked, Kinetica, Heat and Eat Lean

Coaching & Training Running Coach, Couch to 5K, Cycle Retreats, Sufferfest and YooPod

Fitness Events UK Running Events, Tough Mudder and AJ Bell London Triathlon

Who Can Access The Scheme?All employees through the Flexible Benefits portal or www.myactivediscounts.co.uk


CRITICAL ILLNESS

An Overview Of The SchemeThis cover enables you to receive a tax-free lump sum payment in the event that you are diagnosed with one of the pre-specified serious conditions and survive for the prescribed period.

Key Benefits of this Scheme• Pays a tax-free lump sum to help support families in the event

of the diagnosis of a critical illness such as cancer, stroke or heart condition

• The money can be used in any way you like – to help pay a lump sum off your mortgage, enable you to stop working, or buy private medical care

• Your children are covered under the policy as no additional cost• Access to additional support service at no additional cost such

as their own comprehensive Cancer Support Service, Employer Assistance Programme and an online portal for information and advice

Who Provides The Scheme?Unum





DENPLAN

An Overview Of The SchemeWe offer five levels of cover so you can elect the level most suited to your needs. You’ll find the premiums, which have a corporate discount applied, affordable and there is no need to change your dentist. You can also choose to include your family.

Who Provides The Scheme?Denplan


BUY HOLIDAY

An Overview Of The SchemeYou can tailor your holidays to suit your needs. You will have the opportunity to buy up to three days extra holiday (with line manager approval) in any annual leave year, spreading the cost over a 12 month period.

In addition, you will have the option to carry over up to five days annual leave, again with line manager approval. If you wish to carry over annual leave, please contact the HR department.

Who Provides The Scheme?Employees can buy extra holiday through the Flexible Benefits Portal.



DISCOUNTS & CASHBACK

An Overview Of The SchemeLifestyle is the range of “voluntary benefits” of products and services offered to you at a discount. Lifestyle is designed to offer a wide range of discounted that aren’t available on the high street. In fact, you could save up to £1,000 a year!

Section Name What kind of discounts can I find there?

Key Benefits Holidays, Spree Card, reloadable cards, on-line voucher codes, flash sales, hot offers, cinema tickets and shopping vouchers.

Travel & Attractions Overseas and UK holidays, ferries, flights, airport parking. Experience days, spa days, theme parks and hotels.

Health Wellbeing Fitness, dental, medical, eye care, health and beauty, sports and treatments.

Fashion & Gifts Clothing, jewellery, footwear, bags, accessories, department stores and gadgets.

Utilities & Motoring Breakdown cover, car, home and pet insurance, gas and electric, legal and financial support.

Home & Entertainment Broadband, TV, DIY, electrical, food and drink, pets as well as toys and games.

Who Provides The Scheme?Sodexo



IMPORTANT TERMS

ANNUAL ENROLMENTThis is the period during which you elect the benefits you would like to receive during the subsequent scheme year. The scheme year runs from May to April. At the point of joining the company, you will have a defined window in which to make your choices. This will allow us to make your benefits effective at the earliest opportunity. There will be an enrolment window every year in April and you will be advised of deadlines when you join.

COMPANY APPROVALThe company reserves the right to decline to provide an employee’s elections under Flex, although agreement will not be unreasonably withheld.

LIFE EVENTThere are certain life events for which HM Revenue & Customs will allow you to make a change to the benefits you have elected during the scheme year. A list of these events is provided for you below. This list is not intended to be exhaustive but includes:

• Birth or adoption of a child• Marriage• Divorce or legal separation

• Moving home• Death of a dependant• Significant change in salary or working

hours (+/-15%)

CONFIRMATION STATEMENTOnce your benefit elections have been authorised by ‘Flex’, you can access an online confirmation statement. This represents your contractual entitlement for the following scheme year. A confirmation statement will be available via ‘Flex’ for you to view throughout the benefit year.

SALARY SACRIFICEA salary sacrifice occurs when anemployee gives up the right to receive part of their salary due under their contract of employment. The sacrifice is made in return for the employer’s agreement to provide the employee with a non-cash benefit. The “sacrifice” is achieved by varying

the employee’s Terms and Conditions of employment relating to pay. In effect this is what happens when you take advantage of benefits under ‘Flex’.

Each of the benefits has an employee cost which will reduce your salary on a monthly basis via salary sacrifice. As part of this transaction you will be required to confirm the salary sacrifice and your acceptance to the changes in your Terms and Conditions via the electronic submission process.

REFERENCE SALARYThis is how your current salary will be referred to before you have had a reduction applied in exchange for Carter Jonas benefits. Your salary after the reduction will be referred to as your actual salary.


Outside of Flex, we offer a range of additional benefits including:

• Bereavement Support

• Cross Referral Scheme

• Discounted CJ services

• Employee Assistance and Counselling Programme

• Employee Referral Scheme

• Eyecare Vouchers

• Microsoft Office Discounts

ADDITIONAL BENEFITS

TOTAL REWARD AT CARTER JONASThe Total Reward Statement sets out your salary and the value of your benefits so that you can see the overall total value of your remuneration package. This includes:

• New Business and Cross Referral

• Eyecare Vouchers

• Microsoft Office Discount

• Refer A Friend

• Lifestyle Discounts


BEREAVEMENT SUPPORT

An Overview Of The SchemeThe scheme offers two services to employees suffering a bereavement as follows:

Councelling

• Unlimited 24/7 counselling with qualified counsellors• Practical help and support• Up to four face to face sessions with a counsellor

Probate Helpline

• Unlimited 24/7 support• Guidance on financial matters• Advice on legal matters related to bereavement• Explanation of state benefits• Information on social services• Help with family disputes, validity of wills, dealing with creditors

and process of obtaining probate

Accessing the Scheme?The services are open 24 hours a day, 7 days a week. You can call them, if required, from commencement of your employment.

Bereavement Counselling - 0800 912 0826 Probate Helpline - 0800 912 0826

Who Provides The Scheme?Capita and provided by Canada Life

Who Can Access The Scheme?All employees and their immediate families.




DISCOUNTED CARTER JONAS SERVICES

An Overview Of The SchemeAgency

Staff using Carter Jonas to sell a property they own will be entitled to a discount of 50% on the standard Carter Jonas agency fee, subject to a minimum fee of 0.75%, plus disbursements, costs and VAT, where appropriate.

Letting

Staff using Carter Jonas to let a property they own will be entitled to a discount of 25% on the standard Carter Jonas find tenant only fee or 7.5% of the passing rent on a management basis plus all other disbursements and costs plus VAT.

Professional Services, Survey, Architects, Town Planning & Valuation

Staff appointing Carter Jonas to act on their own property will be entitled to a discount of 25% on the standard fee plus disbursements, costs and VAT.

The Staff Benefits as set out above may be subject to taxation by the Inland Revenue depending upon individual circumstances at the time.

Accessing the Scheme?All Staff Benefit instructions are to be agreed in writing by the Divisional Head before instructions are confirmed failing which any discount may be withdrawn.

Who Provides The Scheme?Carter Jonas

Who Can Access The Scheme?All employees after one year’s service with the Firm. For the avoidance of doubt these are not available to employee’s relatives.

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EMPLOYEE ASSISTANCE & COUNSELLING

An Overview Of The SchemeThe workplace-focused programme to assist in the identifying and resolving employee concerns which includes personal or relationship issue support; help with work issues; help with family matters; line manager support; help with health concerns; and assistance with finances.

The Counselling service is completely confidential.

These services are a mechanism for providing counselling and other forms of assistance, advice and information to employees on a systematic and uniform basis, and to recognised standards.

The services are provided by Unum and are flexible so you chose when to call, what you want to talk about and for how long.

Accessing the Scheme?The services are open to all employees and their immediate families and can be accessed 24 hours a day 365 days a year. The service can be accessed by calling 0800 048 2702. Or online at www.unumlifeworks.co.uk using ID unum and the password lifeworks. All services are completely confidential.

Further Information & SupportInformation is available on the Loop, alternatively you can contact the HR department on 01733 588643.

Who Provides The Scheme?Unum LifeWorks

Who Can Access The Scheme?All employees and their immediate families.




EMPLOYEE REFERRALAn Overview Of The SchemeCarter Jonas actively encourages employee referrals for vacancies within the business.

When an employee refers a friend, ex colleague or someone from their network for a permanent vacancy, who has not worked for Carter Jonas before and that individual is subsequently recruited, the referrer will be eligible for a gross payment of £1,000 (This is subject to tax and NI).

GuidelinesIn order to be eligible for the Referral Fee, the referrer must complete the Employee Referral Scheme Form and return it to HR, [email protected] as soon as you have identified the potential candidate and before any application/interview takes place. The email subject must be: Employee Referral.

The candidate must submit their CV / application via the standard HR process and make reference to the referral in their application. The candidate must state in the application question about source that they were introduced to the role by a Carter Jonas employee.

If you refer a contact for a permanent vacancy, who has not worked for Carter Jonas before, and they are subsequently recruited into that role you will be eligible for a gross payment of £1,000.00, with the exception of Graduates, Interns, Work Experience & Viewing Assistant & Apprentice vacancies.

Payment will be made via payroll in the fourth month after the candidate starts work, following approval and sign off from the Referrer’s Line Manager.

For temporary or interim roles the payment will be pro-rata’d.

All employees are eligible to claim under the scheme if they introduce a contact. Partners (Equity & Group) and Hiring/ Line Managers of the candidate are not eligible to benefit under the scheme.

Both the referrer and the referee must be in employment and not have tendered their resignation or be working a notice period at the due date of any payment. (The Employee Referral Scheme form can be found on The Loop).

Who Can Access The Scheme?All employees (excluding Partners (Equity & Group) and Hiring/ Line Managers).

Click here for the referral form and here for further information

http://theloop.cj.local/busservices/hr/New%20HR%20documents/Benefits%20Further%20Information/Employee%20Referral/Employee%20Referral%20Scheme%20Form.docx

http://theloop.cj.local/busservices/hr/Pages/HR-Documents.aspx?RootFolder=%2Fbusservices%2Fhr%2FNew%20HR%20documents%2FBenefits%20Further%20Information%2FEmployee%20Referral&FolderCTID=0x012000201F51A489253E448BED669FE9FF808B&View=6B7E0512-8512-40E8-B4DE-2EEEA78D655E


EYECARE VOUCHERS

An Overview Of The SchemeHaving your eyes tested on a regular basis has many benefits to you such as identifying underlying health problems, keeping you and others safe on the road and ensuring that your eyes are not strained from poor eyesight.

Carter Jonas will pay, via voucher, the cost of a basic routine eye test every two years and also up to £100 towards the cost of lenses that are solely required for VDU use.

Accessing the Scheme?Before visiting the optician you will need to request an eye test voucher from Rachel Long, in the Human Resources Department. This will cover the cost of your eye-test with an optician of your choice. Please allow time for the voucher to be posted to you. Unfortunately we are unable to refund any eye tests claimed via expenses.

Should your optician confirm that you require glasses solely for VDU purposes then you are able to claim up to £100 towards the cost of contact lenses or glasses. Your optician will provide you with a certificate for this which you will need to submit to Finance with your normal monthly expenses. Claims must be made within 3 months of purchasing your glasses or lenses.

Further Information & SupportInformation is available on the Loop, alternatively you can contact the HR department on 01733 588643.

Who Provides The Scheme?Carter Jonas with optician test vouchers from Edenred.

Who Can Access The Scheme?If you are a frequent user of a VDU screen, Carter Jonas will refund the cost of a basic eye test and routine repeat tests every two years.


LIFE ASSURANCE

An Overview Of The SchemeReceive financial protection for your family/nominated beneficiaries, should you die, whilst working for Carter Jonas starting at £10,000 for casual workers and to 2 times your annual salary for employees, and four times for Associates and above.

You should complete an Expression of Wish form and submit to HR to ensure that we are aware of your personal wishes of to whom the insurance should be paid to in the event of your death.

This is a core benefit.

Who Provides The Scheme?Canada life





MICROSOFT OFFICE FOR HOME USE

An Overview Of The SchemeAs part of the offering from Microsoft, in conjunction with Carter Jonas’ Open Subscription Licence Program (OSL), you are eligible to participate in the ‘Home Use Program’ (HUP).

This program enables you to get a licensed copy of the most up to date Microsoft Office desktop applications to install and use on your computer at home at a significantly discounted rate. These include Word, Excel, PowerPoint, etc.

Accessing the Scheme?For each product eligible for the Home Use Program for which you are a licensed user with active Software Assurance coverage, you may download a single copy of that product to install and use on a home computer. You may continue using this HUP software while you are under our employment and as long as the software you use at work has active Software Assurance coverage.

Please note that some product and language versions may not be available at the time you place an order. For up to date information on the availability of Home Use Program software, please visit http://microsoft.com/licensing.

1. Go to https://www.microsofthup.com/

2. Select the country to which you wish your order to be shipped to and choose the language for viewing the order web site.

3. Enter your Carter Jonas email address and insert the following program code CA6B0E8FED. Note: this program code is assigned to our organisation for our sole use in accessing this site. You may not share this number with anyone outside our organisation.

4. Place your order on-line and you may download the software immediately. For an extra fee it can be shipped to the location you have chosen.

Who Provides The Scheme?Microsoft

Who Can Access The Scheme?All employees.

Further Information & SupportInformation is available on the Loop, alternatively you can contact the it department on 01733 588666.


NEW BUSINESS & CROSS REFERRAL RECOGNTION SCHEME

Guidelines for EmployeesThe aim of this scheme is to recognise and thank employees for the referral of new clients, or the cross-referral of existing clients, from one Profit Centre to another within the Firm. Referrals rewards come from a central pot and not individual profit centres. New Business: Defined as a new client introduced to a profit centre

(excluding your own) for new business.

Cross Referral: Defined as an existing client within your profit centre that you refer to another division or profit centre for work outside the scope of any existing contract.

Exclusions: It is expected in certain roles that you need to network and develop new business. Where you introduce a new client into your own profit centre these will not be eligible for the new business referral fee.

To qualify for this recognition the following applies:

1. The client should be a new client to the Profit Centre to which it has been referred.

2. The referrer must contact the Fee Earner(s) via phone or email to notify them of the referral, prior to first client contact. As a minimum this should include the name of the client and a brief background of their requirements.

3. This scheme is only available to employees of the firm up to, and including Associate Partners.

4. Payment is subject to the employee not being within their notice period.

5. Salaried Partners can submit an application for recognition for cross referral work that has not been remunerated by fee transfers, by the end of the first week in May for consideration by the Management Board. Any award made will be discretionary.


NEW BUSINESS & CROSS REFERRAL RECOGNTION SCHEME

ProcessThe New Business & Cross Referral Form, found on the front page of The Loop, must be completed by the referrer, which will then automatically alert HR and Business Development. HR will contact the Fee Earner to confirm that client details were provided by the referrer and to obtain provisional authorisation of the referral. The Division Head of the receiving profit centre, copying in the referrer’s line manager, will then provide secondary authorisation.

The referrer is responsible for confirming the invoice number to the Head of HR and Director of Business Development, who will confirm with Finance that the fees have been received. On sign off, HR will confirm to Payroll to make arrangements for payments of 5% of the fee where applicable or forward a unique voucher code to enable the recipient to choose their reward voucher for referrals of under £5,000.

For the avoidance of doubt any specific arrangements covered in an individual’s contract of employment/letter of appointment will take precedence over the terms of this scheme.

The above scheme is non contractual, and the Firm reserves the right to review and amend the scheme from time to time, at the discretion of the Management Board.

6. If the net fee is between £2,000 and £5,000, the award will be a fixed payment of £100 in vouchers.

7. If the net fee is £5,001 or over, the award will be 5% of net fees paid. However, there will be the discretion to increase that percentage for super profitable work. This discretion will be with the Head of the Division receiving the fee.

8. The award (voucher or cash) will be given on receipt of net fees paid. The cash awards are liable for Tax and NI deductions for both the employee and employer.

9. There will be a cap of £20,000 for any individual award made.

10. Where there is a fee split and the referrer’s profit centre benefits from the introduction, the referrer will be eligible for recognition on the balance of the total fee, with the split fee to their profit centre deducted.

11. Once recognised for the new business or cross referral, there is no recognition for repeat business. This includes contractual work over an extended time period where the level of reward will relate only to fees billed in the first year of the contract but not for subsequent years.

12. The scheme does not apply to cross referrals between lettings and/or sales within the same town or city. Where the cross referral is within London, it will not be applicable where the cross referral is between lettings and sales within the same postcode or London area (e.g. Barnes).

13. To be eligible for recognition under this scheme, the cross referral should be claimed within 12 months of fees billed.

14. Any award is subject to the recipient of the referral confirming its source. Should the level of referral or the source become a matter of dispute then a panel consisting of the CEO, Business Development Director and an Equity Partner will arbitrate on whether and how it should be allocated.

15. The scheme does not apply to new business or cross referrals introduced by the employee by virtue of their day to day work and responsibilities at Carter Jonas.



22 Carter Jonas Employee Handbook