ppf handbook new - v20181219vehicle checklist 11 accidents 12 personal protective equipment 13 drug...

DRIVER HANDBOOK

PPF Driver Handbook – v20181219

PPF Ltd t/a or associated with ADR Network

This handbook applies directly to drivers engaged by PPF, and, with any necessary amendments, should be taken as customer guidelines for drivers not directly engaged by PPF. To be read in

full before the first assignment or if type of engagement with PPF changes.

DRIVER HANDBOOK


TABLE OF CONTENTS WORKING WITH OUR CLIENTS 4

MEDICAL / DRIVING LICENCES 7

WORKING WITH US / FOR US 8

ASSIGNMENTS 9

DRIVER’S RESPONSIBILITIES 10

VEHICLE CHECKLIST 11

ACCIDENTS 12

PERSONAL PROTECTIVE EQUIPMENT 13

DRUG AND ALCOHOL MISUSE 13

DRIVER FATIGUE 13

MOBILE PHONES AND SATELLITE NAVIGATION UNITS 14

SOCIAL MEDIA 15

PRIVACY POLICY (Data Protection) 16

PAYMENT, TIMESHEETS AND REFERENCE PERIODS 17

HOLIDAY PAY POLICY 19

HEALTH & SAFETY 21

MODERN SLAVERY POLICY 22

WORKING TIME REGULATIONS 1998 (as amended) 24

WORKING TIME (ROAD TRANSPORT) REGULATIONS 2005 24

WTD FREQUENTLY ASKED QUESTIONS 28

WORKFORCE AGREEMENT 30

DRIVER’S HOURS RULES AND REGULATIONS FACT SHEET 32

tSOLV MESSAGING SYSTEM 33

GRIEVANCE PROCEDURE FOR WORKERS ENGAGED DIRECTLY 34

DISCIPLINARY PROCEDURE FOR DRIVERS ENGAGED DIRECTLY 35

DRIVER HANDBOOK


DRIVER HANDBOOK


WORKING WITH OUR CLIENTS

WORKING WITH OUR CLIENTS – YOUR CUSTOMERS

Whether supplied through our ADR Network offices, or engaged by a third party, your success as a PPF supplied driver will very much depend on your attitude and professionalism towards our clients and their customers. In supplying services to us you are holding yourself out to be a professional LGV driver. You should:

• Arrive a minimum of 5 minutes early for your assignment. • Be smartly and correctly attired in PPF uniform or dark clothing – image is very important. Do not wear

jeans. • Wear a high-viz vest, protective boots and any additional PPE that may be required. • Carry your current driving licence, digicard and CPC card if applicable. • Always carry the appropriate maps, a pen and emergency contact details. • Familiarise yourself with the on site Health & Safety policies and guidelines. Do not attempt any task that

you are uncomfortable with or you feel untrained or unskilled to complete. If in any doubt, contact your PPF office or representative, or your employer or engager.

• Report all accidents, dangerous occurrences and incidents to the client immediately. Familiarise yourself with the client’s accident reporting procedure.

• Contact PPF immediately if you are running late or experiencing any problems getting to a client at the agreed time.

• Should you experience any problems with client’s staff or the general public, then it is imperative that you contact PPF immediately and do not attempt to deal with the issue personally.

• Always keep the client updated on any delays or operational problems whilst on an assignment. • Always remember that the client is your ultimate customer and respect the fact that although you work in

an unsupervised capacity you should always act and drive in a manner that reflects your status as a professional driver.

If, when you arrive, you are not confident in any way of your ability to carry out the assignment in a safe and legal manner, then you must advise the client immediately.

DRIVER HANDBOOK


WORKING WITH OUR CLIENTS (continued)

The following actions will result in a serious breach of your contract, and our clients, your ultimate customer, no longer requiring your services, and may also result in you being reported to the appropriate authorities. The list is non-exhaustive:

• Acts of violence or physical assault. • Theft or fraud or falsifying documents or records. • Wilful destruction of company property. • Being under the influence of drink or illegal drugs • Negligence which causes unacceptable loss, damage or injury • Falsifying tachograph charts. • Illegal double shifting. • Acts contravening the Equality Act 2010. • Refusing a reasonable request for a bag search • Pulling off a bay on a red light. • Dropping a trailer • Failing to provide a digicard for download • Failure to apply trailer parking brake • Illegal use of a mobile phone. • Smoking in the cab or other unauthorised areas. • Failure to correctly report an accident. • Running out of hours without communication to the client or following the correct procedure. • Using same tachograph after night out. • Walking off site without completing the agreed services. • Leaving vehicle unattended for improper reasons. • Driving in the outside lane of a motorway. • Putting red diesel into a unit. • Carrying a passenger without authorisation. • Failing to check the temperature on fridge trailers. • A negligent bridge strike.

DRIVER HANDBOOK


WORKING WITH OUR CLIENTS (continued)

In addition the following occurrences are likely to result in an intervention and may result in a breach of your contract. Again, the list is non-exhaustive:

• Not showing for an agreed assignment or not providing an acceptable substitute if contract terms require this.

• Lateness, unauthorised breaks. • Poor appearance (must wear dark plain polo tops and work trousers). • Poor fuel efficiency or driving technique when on assignment. • Poor communication. • Poor cab cleanliness. • Failed collection or delivery due to driver error. • Not wearing seat belt where fitted or using mobile device whilst driving. • Failing window times without communicating or following procedure. • Major deviation from route. • Failure to complete a full circle/defect sheet. • Breach of maximum 60 hours working time in a week. (all other hours infringements will be dealt with in

same way, and possibly banned if major infringement). These two lists are not exhaustive, but should provide you with reasonable guidelines to work with. Note: save for legal requirements, the manner of your driving and vehicle route decisions are largely your choice. Any decision that is not in the interest of the client’s overall requirement or that was taken for self interest is likely to result in an intervention from the Company or your engager, and may be a breach of your contract.

DRIVING ASSESSMENTS

Recognising the unsupervised nature in which drivers working through us carry out their assignments, our clients are likely to want to assess the driver’s professional competence in their particular vehicles before driving services can be supplied. These assessments typically last four hours and, whilst they are part of the client’s selection process, they are also designed to allow the driver the opportunity to determine if the work available meets their needs. Information gained from the assessment along with the assignment briefing sheet and role overview from the PPF branch is critical in helping you decide if the assignments will be suitable. The assessment period is not charged to the client and is unpaid. Drivers on PBA contracts employed directly by PPF, will have assessments arranged within 28 days of the driver making a request.

DRIVER HANDBOOK


MEDICAL / DRIVING LICENCES

MEDICAL

When you complete your registration form you are signing a declaration regarding your health.

• It will be your responsibility to advise PPF and your engager immediately of any changes to your state of health, as this may affect your ability to drive.

• At 45 years of age the law requires you to take a medical every 5 years. Once you have reached 65 you will be required to take a medical every year.

• Please remember that it is your responsibility to inform the Medical Unit at the DVLA of any issues regarding your health. If your licence is subject to any restrictions please advise us and, if appropriate, your engager immediately.

• At the point of your registration you made certain declarations regarding your health. Should there be any changes to your health you have an obligation to inform us and, if appropriate, your engager, particularly if you are undertaking assignments that would be classed as night work

DRIVING LICENCES

Whilst working with PPF and its clients you will be required to carry your licence with you at all times. PPF will check your licence approximately every 6 months with the DVLA. Your engager may also make their own separate checks if you are not engaged directly by PPF. Please be aware that our clients, your customers, for whom you are driving, are also entitled to check your licence at any time. If you are unable to produce your licence on demand, you may be unable to complete an assignment until such time as you can comply with this request. Should you fail to produce a current and complete driving licence upon request, which subsequently results in you not being able to commence that assignment, we will not pay you or your engager for your services. PPF has a policy of not supplying a driver with more than 9 penalty points (However, certain clients have their own restrictions). Regardless of the number of points PPF will not do business with drivers who have penalty points prefixed with the following codes:

• DR (drink driving related offences). • DD (dangerous driving related offences). • CD40 and above (causing death by careless driving, whilst under the influence of drink/drugs).

If your licence is endorsed, suspended or revoked for any reason, you must inform your local PPF Office, and, if appropriate, your engager immediately.

DRIVER HANDBOOK


WORKING WITH US / FOR US

PPF, via its ADR Network division, endeavours to fully utilise its register of approved drivers and suppliers, but no obligation on either party to supply or carry out assignments exists, unless otherwise agreed in a separate communication or contract of employment. In this section we aim to provide you with some helpful guidelines which will enable you to achieve the most from working with PPF.

• Regularly confirm your availability with us and inform us in a timely fashion should your plans change. Inform us immediately should you encounter any problems whilst on an assignment.

• Be open and honest about your experience and suitability for the assignments which we discuss with you. Listen and make notes when a Consultant is briefing you about a job.

• A number of drivers elect to provide their services through companies which allow them to claim legitimate expenses. PPF have a list for their own internal purposes of companies that drivers have such arrangements with, and which PPF have approved for this purpose and PPF will do business with. That said, other than the Company being approved by PPF we have no affiliation to any other Company and drivers must satisfy themselves personally as to their own arrangements. Further, PPF would have to support any investigation from a legitimate authority into expense claims or taxation enquiries. Some professional drivers decide to establish their own limited company and to supply their services through this company. This is a personal choice and, whilst there can be advantages to this, PPF will only enter into arrangements with legitimate companies and reserves the right to make the necessary checks.

• Drivers operating their own Ltd company need to be aware of their added responsibilities in the event of not being available for an agreed shift and should familiarise themselves with the appropriate driver substitution policies.

WORKING WITH OTHER EMPLOYERS

Save for any express conditions that may be otherwise agreed, drivers supplying services to us have the freedom to work for other agencies and customers. During your registration or contractor approval you will have been asked to provide us with details of other work you typically undertake with other customers or employers. It is your responsibility to regularly update your PPF branch with these details. This is so we can accurately record your working time. PPF has extremely high compliance standards and you must only accept a shift from us where you are fully legal to do so.

DRIVER HANDBOOK


ASSIGNMENTS

PERIOD AND LENGTH

Whilst in many cases we have exclusivity and sole supply arrangements with our clients, we have no contracts with clients that dictate a minimum level of requirement. Due to the nature of our agreement with our clients, and our requirements for driver flexibility, it is rare that drivers work at the same client site for more than twelve months. All assignments to a particular client are automatically reviewed every two and six months if a driver works at the same site or at the end of our assignment with the client, whichever is the earlier. When you register with us or become an approved contractor you will be placed with a client or clients on an on-going assignment basis. An assignment will end if any of the following occur;

1. You notify us that you wish to cease supplying services to the particular client. 2. We notify you that we no longer intend to place you on assignment with the client or hirer. 3. You have a break of six weeks or more. 4. You notify us and /or reach agreement with us to supply your driving services in an alternative manner.

For example you intend to supply your services via your own limited company rather than on a PAYE basis or you apply for or accept a new employment contract with us.

5. The services you are providing on assignment materially change in content. 6. Both parties agree and record an agreement that an assignment has ceased. 7. You are issued a P45 by PPF.

In the case of (4), (5), (6) above, an assignment may end but it shall not preclude a new assignment commencing with the end client or hirer.

KEY TERMS

When you commence an Assignment you undertake to us and to the Client that at all times during the assignment:-

(a) That you accept that there is no and will be no contract of employment, whether express or implied, between you and the Client and you expressly agree that you will not hold yourself out as being employed by a Client, who will be your customer.

(b) To inform us or the Client of other work that would impact on your ability to legally start or finish any assignment that we may offer.

(c) To inform us of any changes to driving licence details and/or if you are due to attend Court in respect of any alleged driving offence.

(d) To take all reasonable steps to safeguard your own health and safety and the health and safety of any other person who may be affected by your actions.

(e) To accept that there are differences between cabs and trailers and to note that we have agreed with all our Clients that they will assist any driver to understand any new elements but that it is your responsibility, as a professional driver, to make the Client aware if such assistance is needed.

(f) To comply with any and all relevant requests, rules or other obligations in force at the Client’s premises where your services are being performed to the extent that they are reasonably applicable and would not be an unlawful act.

DRIVER HANDBOOK


DRIVER’S RESPONSIBILITIES

• Always check that the vehicle you are assigned is roadworthy, legal and that it has the correct taxation

and plating certificates. This is solely your responsibility. • Always check that your load is secure. Never drive a vehicle that you suspect to be overloaded. You are

legally responsible as the professional driver of the vehicle. Ignorance or indifference is no defence in a court of law. Fines for overloading will be your responsibility.

• Before leaving the client’s premises make sure you are fully aware of the dimensions of the vehicle including trailers and its height, and have planned an appropriate route. Bridge strikes are avoidable, extremely costly and a huge inconvenience to all concerned. Any such incident will be investigated in full.

• Ensure that you have the client’s details before leaving on your journey. This should include contact telephone numbers, Transport Manager’s name, route planners etc.

• When leaving the vehicle unattended you must make sure that it is locked and has been parked safely. • Never carry passengers except with the express permission of the client. • Always leave the vehicle clean and tidy. • Never smoke in the vehicle. • Understand the client’s paperwork including delivery notes, route plans and addresses prior to leaving. If

in any doubt – please ask. • Familiarise yourself with the on site Health & Safety policies and guidelines. Do not attempt any task that

you are uncomfortable with or you feel untrained or unskilled to complete. If in any doubt, contact your PPF office or representative.

• Report all accidents, dangerous occurrences and incidents to the client immediately. Familiarise yourself with the client’s accident reporting procedure.

• Please also read the Health and Safety section. • Remember that working in a largely unsupervised manner is a reflection on your professional status and

as such should not be abused.

Fines & Offences

• As the driver, you are responsible for any fines and offences that you may incur whilst driving for PPF. • PPF and its clients will not pay your fines or be held responsible for them in any way.

DRIVER HANDBOOK


VEHICLE CHECKLIST

It is the driver’s responsibility to make certain vehicle checks before they leave the depot. If the company has a defect reporting procedure please use the paperwork provided. You should also make sure that you are familiar with all the vehicle controls, including any ancillary equipment. Always be sure of the type of fuel required by your vehicle and know the arrangements for re-fuelling on the road if necessary. In the event of a breakdown (including punctures) ensure that you have the necessary contact numbers for recovery or support. Remember that vehicle checks are unlikely to have been made by anyone else prior to your assignment and checks that you must carry out prior to leaving the depot include:

• Tax Disc • Operators Licence • Trailer Test Plate • Lights • Brakes • Tyres and wheel nuts • Water • Wipers • Mirrors • Screen wash • Oil • Horn • General condition of vehicle or trailer

Always carry out a visual check of your vehicle and report any damage prior to leaving the client site. Failure to do this could result in you being blamed later. Even if you are running late please ensure that these checks are carried out. It is less costly later.

DRIVER HANDBOOK


ACCIDENTS

If you are involved in an accident, regardless of its seriousness, you must adhere to certain procedures. Always STOP. It is an offence to leave the scene of an accident. You must obtain the following details:

• The names and addresses of anyone involved. • The registration numbers of vehicles involved. • The insurance details of those involved. • Names and addresses of any witnesses. • Details of any police officer present at the scene.

It is important that you have details relating to the scene of the accident. This should include the position of other vehicles, road layout and size, road markings, street furniture, any skid marks, traffic signs, junctions nearby, parked vehicles and weather conditions. This list is not exhaustive but a guide. It is important to detail as much information as possible at the scene, as often it can be very difficult to remember even two or three days after an incident. Accidental damage is a key focus for all our clients. Many accidents are the result of careless behaviour and obvious negligence on the driver’s part. You have a responsibility to pay attention to Health & Safety policies and the environment around you in order to avoid unnecessary incidents. PPF closely monitors all accidents and incidents. Please be warned that we do not offer assignments to drivers who are clearly not careful and conscientious. Once you have returned to the client’s premises you will need to complete their accident report. PPF will also ask you to complete an accident report form. Your engager may also ask you to complete an accident report form. It is important to remember never to admit liability or fault regarding your driving or the condition of the vehicle and that of its load. Never make any offers or promises to third parties. Always offer the police as much assistance as is reasonably possible.

DRIVER HANDBOOK


PERSONAL PROTECTIVE EQUIPMENT

It is important that you have the correct Personal Protective Equipment (PPE) for the type of work you are carrying out. It is important that you protect yourself from the risk of injury at all times.

• Always wear protective footwear, and check regularly for continued suitability. Your own footwear is allowed providing it has suitable toe protection.

• Always use gloves when loading/unloading. • Always wear a hi-visibility vest/jacket in designated areas. • Always wear a hard hat when people are working overhead or when working with restricted headroom or

if a client requires. • PPE will be available in your local branch.

If you have been issued with uniform we advise that you wear this on assignments.

DRUG AND ALCOHOL MISUSE

• PPF practices a zero tolerance policy towards drinking alcohol or any substance misuse prior to or during

any assignment. The effect of even a small amount of alcohol has been proven to significantly increase the risk of accidents.

• If you are currently under any medication, including any medicines for colds, flu or hay fever, you must read the information provided and fully understand the side effects that these drugs may cause. If they in any way impair judgement or cause drowsiness you must not drive on an assignment.

• If PPF, its client or their customers consider that you may be under the influence of any drugs or alcohol, you will be removed from the assignment.

• You will be interviewed by PPF and your future with us will be at the discretion of the Directors, who have zero tolerance to drug and alcohol misuse when driving.

DRIVER FATIGUE

• Over 20% of accidents on motorways and major roads are attributed to driver fatigue. Annually tired

drivers KILL more people than drink drivers. Accidents involving tired drivers are often more serious as the driver makes no effort to brake or change direction. It is important that you take regular breaks. This should involve leaving the vehicle, stretching your legs and taking in some fresh air.

• Falling asleep at the wheel of a moving motor vehicle is a criminal offence and can result in a lengthy prison sentence.

DRIVER HANDBOOK


MOBILE PHONES AND SATELLITE NAVIGATION UNITS

MOBILE PHONES – THE USE OF MOBILE PHONES WHILST DRIVING

When you are driving any vehicle you must never use a hand-held mobile phone or other device and must always be in proper control of the vehicle. There are severe penalties if you fail to comply with the law – you could face heavy fines, lose your driving licence, or even go to prison. Even if you are a careful driver, it is easy to be distracted by a phone call or text message and that split second lapse in concentration could result in a crash. The purpose of this document is to give advice to drivers and an interpretation of what we expect of you, with regard to the use of the phone and your health and safety. Initially you must consider if indeed you need to use a mobile phone whilst driving and if so then the following will apply.

• You must never use a hand-held phone or other hand-held communication device whilst driving • This is illegal and may result in disciplinary action if you are an employee, or removal from our

supply list if you are a contractor. • You must have proper control of the vehicle at all times whilst driving • When driving you should use voicemail, a message service or call diversion to pick up messages

later • It is safer to only use your hands-free phone after you have stopped in a safe place. But never

stop on the hard shoulder of a motorway unless it is an emergency • Avoid taking calls even on a hands-free phone whilst driving. If you must answer say you are

driving and end the conversation as soon as possible • Never try to accept information that requires notes to be taken such as telephone numbers, dates

etc. If you urgently need the information, the caller should call again and you should let the phone switch to messaging. The caller can then leave the details as a recorded message for you to pick up when you have reached a safe stopping place

• Avoid making calls even on a hands-free phone whilst driving. If you must then the numbers should be pre-programmed into the phone before setting off and speed dialling used

• Recipients of calls are under no obligation to take a call, even from a line manager, whilst driving and may make arrangements to take or return the call at another time

• THINK – is it really necessary to make or receive calls on your journey? If not, wait until you have stopped and you are in a safe place to make or receive a call.

Any comments or suggestions for improvement should be forwarded to our Health and Safety or HR departments. This policy will be regularly reviewed.

SATELLITE NAVIGATION UNITS

• Extra caution must be exercised if these are used. They have become valuable tools for road users but in many cases the route planning is designed for car drivers and as such they should not be relied upon by LGV drivers. They should never be programmed when the vehicle is moving.

• Many of our clients do not allow the use of Satellite Navigation Units and you should always check with a client before use

DRIVER HANDBOOK


SOCIAL MEDIA

PPF Ltd social media guidance for employees –

The way we communicate with each other, our customers, the media and stakeholders is changing. If you aren’t already connected to people via a social network, chances are you’ve heard enough about the likes of Facebook and Twitter to wonder what all the fuss is about. This guidance reflects the rise in popularity of social media over the past couple of years, and sets out how to stay safe when connecting with people online and avoid sharing more information than you intended.

What is social media?

Any online space that allows you to share information, pictures, videos, locations etc.- Facebook, Twitter, LinkedIn, YouTube, Google+, Tumblr, Foursquare, Blogger, Wordpress, Pinterest, Flickr, Reddit are only a handful of examples.

Why does PPF LTD have social media guidelines?

Social media is all about communication. PPF is starting to use social media more heavily in campaigns to reach a wider and more engaged audience. We all need to be aware of this and make sure we’re being safe when connecting with people in social networks, whether at work as part of our job or in our personal time.

Why does PPF LTD want to tell me how to use social media?

How you engage with people and how you talk about PPF can have a negative effect on the company and its reputation, and could lead to disciplinary action or driving services being terminated if you are not an employee of PPF even if it’s outside of working hours. PPF also has a duty of care to ensure we’re safe at work. If you share information about what you do and where you work, you might encounter criticism or unwelcome interest from people who disagree with what PPF does and how it operates. You should know who you’re sharing information with and consequences this could have on your personal and online safety.

DRIVER HANDBOOK


SOCIAL MEDIA (continued)

Using social media -

Do: • Protect your identity by regularly checking your privacy settings • Remember you’re in a public space and only publish things you want other people to see • Use common sense when networking online • Assume that everything that you place on social media sites will remain permanent and could be shared

further or more publically by your contacts • Do familiarise yourself with the site and its Ts&Cs when you decide to sign up

Don’t: • Try to act as an official PPF spokesperson on forums, blogs or networks unless it’s part of your job • Publish anything that could bring PPF into disrepute, including anything offensive or derogatory about

colleagues, customers, suppliers or competitors, as it could lead to disciplinary action or your driving services terminated if you operate with us on a business to business basis.

• Share information that could be confidential, including inviting colleagues to discuss issues in the workplace on public forums

• Over share personal information and make it easy for someone to steal your identity or know your whereabouts e.g. your house is vacant when you’ve said you’re on holiday

• Name (tag) people in photos or videos without checking with them first More information Learn more about online safety at: ? Think U Know [http://www.thinkuknow.co.uk/] or ? Get Safe Online [http://www.getsafeonline.org/]

PRIVACY POLICY (Data Protection)

The Company is committed to offering privacy to everyone that contacts us through our branch network or via the Company website. The Company complies with the General Data Protection Regulations 2016 in relation to the processing of personal data. The Company is registered with the Information Data Commissioner and our Data Processing Policy is available on the Company’s website or alternatively please speak to your local branch consultant.

DRIVER HANDBOOK


PAYMENT, TIMESHEETS AND REFERENCE PERIODS

PAYMENTS (Drivers engaged by PPF only)

Payments are made weekly in arrears on a Friday. You will be advised of your assignment pay rate prior to commencement. The default guaranteed PPF standard day is 8 hours. We currently have a small number of clients who specify a shorter or longer guaranteed day. These clients will be notified to you prior to any assignment. You are under no obligation to accept overtime (overtime is any time greater than the guaranteed day). So for the majority of our work and unless otherwise confirmed, hours above 8 are classed as overtime hours. If a guaranteed day is longer than the PPF standard day your holiday pay will be based on this longer guaranteed day. However, it is currently administratively beneficial for us to base holiday pay on a minimum 8 hours, therefore if a driver only undertakes assignments with a 6 hour guarantee, at the time when he or she is entitled to holiday they would receive 8 hours pay. This discretionary benefit may be reviewed in the future. Drivers with a contract of employment should also refer to their contract of employment for any specific details regarding payments. If you have been informed and accepted that a shift may be longer than the standard day you will be expected to complete the full shift including any overtime hours

THE TIMESHEET

The majority of our customers do NOT require you to complete a PPF timesheet, however, there will be occasions when the completion of a timesheet will be necessary. You should complete one timesheet per week and return to PPF immediately after your last shift in that week. The timesheet assists you in recording your working hours and ensures that payment is processed accurately and on time and we can charge the client accurately for our services. PPF must receive the timesheet on Monday of each week. For drivers who complete their working week on a Saturday, timesheets can arrive on Tuesday. This must be signed by you and the client. Please comply with the following:

• Timesheets are available from your local PPF branch and must be completed if you are requested to do so • Ensure all entries stay within the boxes. Do not use correction fluid. If you make a mistake, please put a

cross in the driver’s comments box and write your correction on the back of the timesheet in the space provided.

• At the start of the week you must enter the week ending date at the top of the timesheet, in the format dd-mm-yy, e.g 25-10-2014 for week ending 25th October 2014.

DRIVER HANDBOOK


PAYMENTS AND TIMESHEETS (continued)

For a normal shift, you must: • Enter a start time and a finish time, in 24 hour format, e.g 06:15 to 18:10. • If you are starting your second shift within the same 24 hours, you should enter the start time under the

following day and put a cross in the box marked “Started previous night”. • Add up your statutory break times and enter the total in the rest breaks box. For example, a total of 45

minutes rest breaks for a shift would be entered as “00.45”. • Enter the start and finish times of any Periods of Availability, in 24 hour format. Where informed by PPF,

ask the client to sign and date the shift record. • At the end of the week you must sign and return the timesheet promptly. • Unless otherwise notified all driving shifts have a break reduction of 45 minutes and no payment Is made

for such breaks. No break reduction is made which would result in the ‘guarantee day’ commitment not being met.

• Break reduction periods are always made at the end of shift and the payment reduction is at the rate that applies at the end of the shift.

• Drivers supplying services via their own limited company or who are self employed are entering into a business to business relationship and should invoice a business charge accordingly. The charges are for business services and in all cases the business charging PPF, directly or indirectly, must satisfy itself that said charges allow for subsequent payment to its workers and, if applicable, provide for their statutory requirements to be met.

• Drivers employed directly by us may have ‘reference periods’ referred to within their contracts. These will vary slightly each year but will be set around four 13 week periods. The 2014/2015 cycle started on Sunday 19th January 2014. They will subsequently start thereafter on Sunday 20th April 2014, Sunday 20th July 2014 and Sunday 19th October 2014. The next period will then start on Sunday 18th January 2015. Please check the reference period dates with your branch.

DRIVER HANDBOOK


HOLIDAY PAY POLICY

(EXCLUDES LIMITED COMPANY / SELF EMPLOYED CONTRACTORS) Guidelines What is holiday pay? Holiday pay is payment for time taken off as holiday. This is to ensure that all workers have sufficient rest throughout the year. Bank Holidays are treated as normal days. Is there an official holiday year? No, your holiday year starts on the date of your first assignment. When can I take my holiday? Ultimately as you have no obligation to PPF, you can take holiday at your discretion, however, drivers who regularly undertake assignments for us should ideally notify their branch. Adequate notice will be required to organise any payment. How is my holiday entitlement calculated? Holiday is based on the statutory 5.6 weeks per year, for example, full time drivers working 5 days per week will accrue 28 days per year on an annual basis. Part time drivers will accrue holiday on pro rata basis. Drivers with a contract of employment should also refer to their individual contract. How is my hourly rate for holiday pay calculated? Your pay rate is the average hourly rate for the last 12 weeks worked and thereby takes into account all premium rates. Can I carry holiday over from one year to the next? No, any accrued holiday not taken within the holiday year will be lost. There is no entitlement to carry holiday over or receive payment in lieu of unused holiday. Can I claim holiday pay before I have accrued any entitlement? No, you must accrue the entitlement before you can take any holiday. Please note that holiday pay will not be paid before holiday has been accrued. How do I claim my holiday pay? Please note that in order to claim holiday pay, you will need to notify your local branch so that you are made unavailable to work on our system.

DRIVER HANDBOOK


HOLIDAY PAY POLICY (continued)

The following steps must be followed in order to claim holiday pay: • Contact your branch to indicate which dates you would like to take as holiday. • Once the holiday dates have been established your branch will log you as “on holiday” on PPF’s database

and you will not be offered assignments during this period. • Driver messaging should be used to request holiday pay • Because of the way in which holiday pay is calculated, your holiday pay entitlement cannot be confirmed

until the Friday before you go on holiday. This information can be obtained from our Payroll Department. • Holiday pay will be credited to your account in the normal way, one week in arrears. If you have not

accrued sufficient holiday pay entitlement in advance of your holiday, you will only receive payment for the number of days accrued.

If you rejoin PPF after officially leaving, your holiday year will recommence from the new start date and your entitlement will be zero.

DRIVER HANDBOOK


HEALTH & SAFETY

Upon your first visit to a site the Client will provide you with a site introduction including specific health and safety guidance. Do not undertake any assignment if an induction does not take place. The following are minimum standards you must follow and the fact you supply your services in an unsupervised capacity does not allow you to ignore any of these control measures. Working Practices

• You must not operate any item of machinery or equipment unless trained and authorised to do so. • You must use all machinery and equipment in accordance with instruction and training. • You must inspect all machinery and equipment prior to use and report any defect to the client

immediately. • You must undertake all duties as instructed. • You should familiarise yourself with any vehicle you are required to drive prior to driving it, either by

seeking information and instruction from the client or referring to information in the vehicle handbook. • Coupling and uncoupling should always be undertaken in accordance with information and training.

Tractor unit and trailer brakes MUST be applied appropriately. Always double check application of park brakes.

• Never approach any coupling and uncoupling task if you have any uncertainty. • Always familiarise yourself with, and follow, general site rules and specifically loading bay procedures.

NEVER reverse onto, or pull off a bay on a red light unless you have received specific instruction from someone with authority at that site.

• You must not undertake any task that you feel may put yourself or others at risk or injury. Hazard/Warning Signs and Notices

• You must comply with all hazard, warning and instruction signs and notices displayed on the premises. Site Accidents

• You must report all personal accidents to a) The Management of the location at which the accident occurred b) The Client’s management team c) PPF Management d) your employer or engager if it is not PPF, irrespective of how minor and ensure details of the same are entered into the accident book. You must report any incident in which damage is caused to property, vehicles or equipment.

Health

• You must report any medical condition that could affect the safety of you or others. • You must ensure you are aware of, and follow the rules pertaining to, the no smoking areas.

Emergencies

• You must ensure you are aware of the emergency (including fire) evacuation procedures and location of your assembly point.

DRIVER HANDBOOK


MODERN SLAVERY POLICY

Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person's liberty by another in order to exploit them for personal or commercial gain. We have a zero-tolerance approach to modern slavery and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or in any of our supply chains. We are also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015. We expect the same high standards from all of our contractors, suppliers and other business partners, and as part of our contracting processes, we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards. This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners. This policy does not form part of any employee's contract of employment and we may amend it at any time.

RESPONSIBILITY FOR THE POLICY

The board of directors have overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it. The HR Director has primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery. Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given adequate and regular training on it and the issue of modern slavery in supply chains. You are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries are encouraged and should be addressed to the HR Director.

DRIVER HANDBOOK


MODERN SLAVERY POLICY (continued)

COMPLIANCE WITH THE POLICY

You must ensure that you read, understand and comply with this policy. The prevention, detection and reporting of modern slavery in any part of our business or supply chains is the responsibility of all those working for us or under our control. You are required to avoid any activity that might lead to, or suggest, a breach of this policy. You must notify your manager as soon as possible if you believe or suspect that a conflict with this policy has occurred, or may occur in the future. You are encouraged to raise concerns about any issue or suspicion of modern slavery in any parts of our business or supply chains of any supplier tier at the earliest possible stage. If you believe or suspect a breach of this policy has occurred or that it may occur you must notify your manager OR report it in accordance with our Whistleblowing Policy as soon as possible. You should note that where appropriate, and with the welfare and safety of local workers as a priority, we will give support and guidance to our suppliers to help them address coercive, abusive and exploitative work practices in their own business and supply chains. If you are unsure about whether a particular act, the treatment of workers more generally, or their working conditions within any tier of our supply chains constitutes any of the various forms of modern slavery, raise it with your manager We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our own business or in any of our supply chains. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If you believe that you have suffered any such treatment, you should inform the HR Director immediately. If the matter is not remedied, and you are an employee, you should raise it formally using our Grievance Procedure, which can be found in the employee handbook.

COMMUNICATION AND AWARENESS OF THIS POLICY

Training on this policy, and on the risk our business faces from modern slavery in its supply chains, forms part of the induction process for all individuals who work for us, and regular training will be provided as necessary. Our zero-tolerance approach to modern slavery must be communicated to all suppliers, contractors and business partners at the outset of our business relationship with them and reinforced as appropriate thereafter.

BREACHES OF THIS POLICY

Any employee who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct. We may terminate our relationship with other individuals and organisations working on our behalf if they breach this policy.

DRIVER HANDBOOK


WORKING TIME REGULATIONS 1998 (as amended)

On 1 August 2003 the EC Horizontal Working Time Directive extended the Working Time Regulations 1998 (as amended) to non-mobile and mobile workers in the Road Transport Sector (“WTR”). The WTR remains applicable for those workers in the Transport Sector that are not affected by the Road Transport (Working Time) Regulations 2005, namely Temporary Workers who are not subject to the ‘tachograph rules’. The WTR provides for annual paid holiday, night worker health assessments and a limit on the average working week of 48 hours over a 17 week reference period. A temporary worker not governed by the Road Transport (Working Time) Regulations 2005 may, if they wish, agree to work over the maximum weekly limit. This must be in writing and on a voluntary basis. You will have been asked during your registration if you wish to work over the maximum weekly limit and if so, you will have signed a declaration to confirm this. Temporary workers can opt back in to the limit set down by the WTR, subject to 1 month’s written notice.

WORKING TIME (ROAD TRANSPORT) REGULATIONS 2005

BACKGROUND/OVERVIEW

• On 4 April 2005 The Road Transport (Working Time) Regulations 2005 (“the Regulations”) came into force. The Regulations affect Agency Drivers, travelling in vehicles, which are subject to EU drivers’ hours rules (3820/85) (“the Rules”). Both the Regulations and the Rules will need to be complied with.

• The introduction to the Regulations refers to the health and safety of Mobile Workers and others • “…….intend to ensure the safety of transport and the health and safety of the persons involved”. • PPF Ltd’s (“PPF”) interpretation of the Regulations and the arrangements it has in place to ensure

compliance with the Regulations are set out in this document. • This document gives general guidance only and should not be regarded as a complete or authoritative

statement of law. Readers should be aware that there might be developments in new legislation or case law, which affect the rights of Agency Drivers.

PPF’S OBLIGATIONS

• Under the Regulations, PPF is responsible for monitoring its drivers’ work and keeping Working Time records.

• In accordance with its obligations you have been informed of: • Your obligations under the Regulations and details of PPF’s workforce agreements; • Your requirement to provide PPF (in writing) of any work carried out for another employer, customer or

client, or recruitment business (agency). • PPF must keep your Working Time records for 2 years after the period covered.

Part Time Workers:

• The Regulations provide that if driving hours under the Rules is greater than 16 days in a 26 week reference period or greater than 11 days in a 17 week reference period, you will come under the scope of the Regulations and your Working Time will be recorded accordingly.

DRIVER HANDBOOK


WORKING TIME (ROAD TRANSPORT) REGULATIONS 2005 (continued)

RECORDING AND MEASURING OF WORKING TIME

• PPF will measure and record your Working Time in compliance with the Regulations. Record Keeping:

• PPF is responsible for keeping your Working Time records and other relevant information for a minimum of two (2) years, which must show:

• An average of 48 hours Working Time in a fixed week (over the reference period) • A maximum of 60 hours Working Time in a fixed week • Breaks • Night Work • Daily and Weekly rest • Absence, Sickness and Holiday • Periods of Availability • Workforce Agreements

Information Capture

• Where PPF’s clients report paid hours directly to PPF, you are responsible for informing PPF of your rest/breaks, Periods of Availability and other work so that your working time can be accurately recorded. This would normally done via the driver messaging system

REFERENCE PERIOD

• The working week, for the purpose of monitoring your average Working Time over our reference period, starts and finishes at 00.00 hours on a Monday morning.

• PPF will be using a 26 week Fixed Reference Period. • Calculating the average weekly Working Time: • The average weekly Working Time is calculated by dividing the Working Time (in hours) by the number of

weeks in the reference period. • It is possible to work up to 1,248 hours in a 26 week period.

NIGHT WORK

• PPF has, through its workforce agreement, opted out of the Night time limits.

DRIVER HANDBOOK



GENERAL

Who is Affected? • Agency drivers of vehicles with a tachograph in them i.e. goods vehicles over 3.5 tonnes (unless they have

an exemption from 3820/85/EC); • Members of the vehicle crew; and • Staff carried in vehicles i.e. LGV drivers, drivers mates, porters, draymen and security staff.

What are the Limits?

• The Regulations introduce limits on weekly ‘Working Time’ (excluding breaks and periods of availability (both of which are dealt with below)).

• ‘Working Time’ means the time from the beginning to the end of work during which you were at your workstation, at the disposal of the client. That is to say the time devoted to all road transport activities.

• e.g. driving, loading and unloading, cleaning and technical maintenance of vehicles, training that is part of normal work and waiting time (where the foreseeable duration of waiting is not known in advance).

• You must not exceed: - • An average 48-hour week Working Time limit over a 26 week reference period • Maximum weekly Working Time limit of 60-hours • Work for any other employer counts towards the total Woking Time performed by you. It is your

responsibility to account to PPF for any Working Time with another employer. Working Time does not include:

• Routine travel between home and the drivers’ normal place of work; • Voluntary work and activities outside the definition of Working Time, such as time spent performing

activities for the Emergency Services, Armed Forces or as a part-time retained Fire Fighter. • Generally minimum daily breaks and weekly rest provisions are applied to you by the Rules. • Additional break requirements under the Regulations also apply (which may run in conjunction with the

breaks applied by the Rules): • 30 minutes for 6-9 hours work • 45 minutes for work over 9 hours • each break may be separate periods of not less than 15 minutes • Breaks whether paid or unpaid do not count towards Working Time.

DRIVER HANDBOOK



Periods of Availability:

• A Period of Availability (“PoA”) is a period of waiting time, where the time is known in advance. The criteria to consider is as follows:

• An Agency Driver should not need to remain at his workstation (although may choose to do so but must have a reasonable amount of freedom e.g. he can relax and read);

- must be available to answer calls to start work or resume driving on request; and - the period and foreseeable duration should be known in advance either before departure or

just before the start of the period in question: • As long as the conditions stated above are met, examples of periods of availability can include:

- accompanying a vehicle being transported by boat or train - waiting at national borders - time waiting for someone else to load or unload the vehicle – as long as you are not required to

be in attendance - delays at a customer’s premises - staying with a broken-down vehicle at the roadside, waiting for repairs or recovery - time spent waiting to undertake work after you have reported for work - time spent travelling in the vehicle to be available for driving while double manning

• Agency Drivers do not need to be formally notified about a PoA and/or its duration in advance. It is enough that they know about it in advance (foreseeable).

• Clients should always give the driver an over estimated time: (a PoA can always be cut short but not extended without a further estimate of time).

- “wait there for 1 hour and I will ring you” – PoA - after “1 hour” driver asks and is given another time estimate – PoA - E.g.: Driver’s total shift time for a week is 80 hours; his PoA for that week are 20 hours. The

total Working Time is 60 hours, being the weekly maximum. As long as the average Working Time over the reference period is 48 hours or less, all parties have complied with the Regulations.

Holiday: • Any days taken as Regulation Holiday are included in the average working week calculation; • Regulation Holiday may not be used to reduce the average Working Time performed during the reference

period. For one (1) weeks leave which starts/finishes 00.00 hours on Monday morning a notional 48 hours should be included in the Agency Drivers hours. Where additional days leave are taken, these should be calculated out on a daily basis, at 8 hours per day.

Please note that it is PPF policy strictly to apply the above Regulations to all drivers, regardless of whether they are directly engaged by PPF. If you are not directly engaged by PPF your engager may also make their own checks in addition to the above.

DRIVER HANDBOOK


WTD FREQUENTLY ASKED QUESTIONS

WTD FREQUENTLY ASKED QUESTIONS

Q When did the Regulations come into force? A The Regulations came into force on 4 April 2005. Q Who is responsible for enforcement? A VOSA (previously VI) is responsible for enforcement of working time regulations. Q Who is affected by the Regulations? A All workers not just drivers travelling in a vehicle where the operation is subject to EU drivers' hours rules

will be in scope of the Regulations. Q If a driver works a 12 hour shift is the full 12 hours counted as working time? A This would be unlikely. Attendance time is not working time, breaks and periods of availability will be deducted when calculating the average 48 hour week. Q Does the max 60 hours weekly working time include PoA? A No, 60 hours is the maximum ‘Working Time’ in a week, not paid / attendance time. Q Can a driver ‘attend’ for 70 hours per week? A Yes, as long as they do not ‘work’ for more than 60 hours. Q What happens if the driver goes over the average? A Average hours will be monitored weekly throughout the reference period and if the average is over 48

hours on a regular basis then PPF will start to manage the weekly hours down, to or below the 48 hours by the end of the reference period.

Q What happens if a driver does not tell PPF that he is working elsewhere? A That driver will be breaching his obligations under the Regulations. If discovered he could even be subject

to prosecution. Q Will Employment Businesses and Employment Agencies be responsible for their own drivers in the

monitoring of working time? A Yes. Q Does any other work for other transport companies have to count towards ‘Working Time’? A Yes, all activities within the road transport industry will be recorded. Q How do periods of availability affect breaks? A Breaks are needed after 6 or 9 hours of ‘working time’. Periods of availability do not count towards

working time so therefore would not count towards the time needed before a break is taken. Periods of Availability also do not count as breaks.

DRIVER HANDBOOK


WTD FREQUENTLY ASKED QUESTIONS (continued)

Q Does PoA have to be known by the driver or the company in advance? A It can be either – as long as the driver knows (due to a regular occurrence or being told) then this can be

counted as PoA. Q Is there a minimum duration for PoA? A No, but remember the duration of the POA must be ‘known in advance’ for it to qualify as a POA. Q What is the definition of a foreseeable duration? A Where the length of time of PoA is known. I.e. the store won’t be able to tip the load for 1 hour and the

driver is told this. Q Can a driver take breaks throughout the 6 hours or only after 6 hours is worked? A Breaks can be split throughout a shift into 15 min intervals (as with current driver’s hours rules). Q How do holidays count towards working time? A The statutory 4 weeks cannot be used to bring down the average hours (holiday is recorded as 8 hrs per

day). 48 hours per full week or 8 hours per day for part weeks. Q How do drivers ‘Working Time’ rest breaks work in conjunction with ‘Drivers hours’ rest breaks? A Breaks must be taken dependant on what occurs first. From the start of a shift a driver must take a 45

minute break if his ‘driving time’ amounts to 4.5 hours OR a 30 minute break if his ‘Working Time’ amounts to 6 hours, whichever is first. You do not need to take both breaks, i.e. A 45 minute break after 4.5 hours driving AND a further 30 minute break after 6 hours work, unless a further 6 hours of working time is undertaken is which case a further 30 minute break is required.

DRIVER HANDBOOK


WORKFORCE AGREEMENT

PPF has a workforce agreement in place which enables greater flexibility. The details of the workforce agreement are below and apply to drivers engaged by PPF.

DEFINITIONS

“the Company” means PPF Ltd t/a ADR Network is an Recruitment Business, located at Unit 9-14, Homefarm, Luton Hoo Estate, Luton LU1 3TD

“the Mobile Worker” means any worker or employee providing driving services to the Company.

“the Representatives” means the duly elected representatives of the group.

“the Regulations” or “RTR”

means the Road Transport (Working Time) Regulations 2005

RECITALS 1. The Working Time Road Transport Regulations 2005 came into force on 4 April 2005. 2. The Company and the Representatives of the workforce in this workforce agreement (‘the Agreement’) have

agreed, on behalf of the workforce to adopt the flexibility provided by the regulations in respect of the night-work limit and reference periods for calculating the 48-hour average working time.

3. The Agreement shall apply to all workers and employees providing driving services. PROVISIONS 1. Scope of agreement

This agreement is made pursuant to reg. 9(2) (extending night work limit) and reg. 4(4) (extending reference period to a maximum of 26 weeks) and the use of the fixed reference period which is communicated quarterly to you via our internal messaging system.

2. Term of the agreement

This agreement shall remain in force for a period of 5 years from 23 March 2019. 3. Operative provision

3.1. The parties acknowledge and agree that, for reasons concerning the organisation of work, they wish to extend the night working limit and extend the reference period to 26 weeks in accordance with clauses 3.2 and 3.3 of the Agreement. The parties believe it is in the benefit and interests of both the Company and Mobile Workers to amend such provisions as set out herein below.

DRIVER HANDBOOK


WORKFORCE AGREEMENT (continued)

3.2. Night work limit

The worker will work beyond the 10 hour night work limit stated in the regulations but only to the extent where this would not be in breach of other provisions of the regulation or EU Drivers’ Hours Regulations 3820/85.

3.3. Reference period 3.3.1. For the purpose of calculation of the 48 hour average the first reference period shall be May 2019 to

October 2019 and November 2019 to April 2020. This pattern will continue until this agreement is terminated.

3.3.2. The first day of each successive 26-week reference period will begin on the first Monday of that

successive week.

GUIDANCE ON WORKFORCE AGREEMENT

In order to adopt the flexibility of the Regulations a Workforce Agreement may be agreed between the Temporary Workers and PPF, whereby PPF may make use of the flexibility contained within the Regulations. PPF has agreed a workforce agreement with its Mobile Workers as detailed above. Below is an explanation as to the flexibility adopted by PPF and its Mobile Workers: - Flexibility 1. Average Working Limit: 1.1. A Mobile Worker, subject to the ‘tachograph rules’, is limited to a Working Time average of 48 hours over a

17 week reference period. Regulation 4 (4) permits PPF to increase the reference period to 26 weeks and use a fixed reference period.

2. Night time working 2.1. A Mobile Worker subject to the ‘tachograph rules’ is limited to Working Time of 10 hours in any 24-hour

period, if the working hours fall between 00.00 and 04.00. Regulations 9 (2) permits PPF to extend the night working beyond the 10 hours limit. However, the total number of hours night work performed safely is effectively restricted by the operation of the EU drivers’ hours rules.

Newly Joined Mobile Workers You may wish to adopt the terms of the Workforce Agreement in order to make use of the flexibility of the Regulations, which benefit both you and PPF. The terms of the Workforce Agreement forms an amendment to your contract of services.

DRIVER HANDBOOK


DRIVER’S HOURS RULES AND REGULATIONS FACT SHEET

The following statements are key rules you must know to ensure you are a compliant driver at all times. • You must have a 45 minute break after 4.5 hours of driving. If you complete a further 4.5 hours driving,

you must have another 45 minute break. • You can no longer split your 45 minute break into 3, 15 minute breaks. You can however take a 15 minute

break and a 30 minute break to cover your 45 minute required break. The 30 minute break must be taken last. Best way to remember this is to think of the time 15:30.

• Standard daily driving time must not exceed 9 hours. On 2 occasions in a week, this may be extended to 10 hours driving time.

• Standard daily rest must be 11 hours. On 3 occasions in a week, you may reduce this daily rest to 9 hours. • Daily rest reductions no longer need to be paid back. • Maximum daily duty time must not exceed 15 hours. • Maximum duty time over a week (6 shifts) must not exceed 84 hours. *Remember, 60 hours maximum

for working time hours in the week. If you complete 84 hours, you must have had at least 24 hours POA/breaks.

• Standard weekly rest is 45 hours. • Weekly rest can now be reduced to 24 hours (this was previously only allowed if you were away from

base, and a reduction to 36 hours was permitted) 36 hour reduction is totally irrelevant now. • You may reduce weekly rest to 24 hours, but you must ensure that you have 45 hours weekly rest within 2

consecutive weekly rest periods. • Any reduction to weekly rest must be paid back by the end of the 3rd week following the reduction. • Maximum fortnightly driving time is 90 hours. In most cases, this does not come into account with the

work that we have. • Tachograph charts must be held by you for 28 calendar days. You must return them to the operator within

42 calendar days, giving you a two week window in which to return them. • The same applies to digicards.

DRIVER HANDBOOK


tSOLV MESSAGING SYSTEM

PPF provides an online messaging system, tSOLV Messaging, for your use when you start working. To access this system you need access to an internet connection and web browser. tSOLV Messaging can be found at:

www.adrnetwork.co.uk/messaging www.twnetwork.co.uk/messaging www.lgvdrivernetwork.co.uk/messaging

Before you use the system, you will be issued with a username and password. The first time that you log on, you will be prompted to change this password to one of your own choice. If you want to change your password again, you can at any time, simply by logging on, and choosing the ‘My Account’ option on the left. tSOLV Messaging is an Internet based messaging system, that works in a similar way to traditional email, using a familiar email type interface. In undertaking PPF assignments you agree that tSOLV Messaging can be used as a legitimate communication source in addition to or as an alternative to postal communication. You can use the system to send various enquiries through to the branch, or to Payroll. To send us a message, first choose ‘New Message’ from the options on the left. You then choose the type of message you wish to send from the drop down list that appears. What each message type is for, along with what information you need to fill in, is detailed below:

• General Enquiries and Uniform Enquiries If you want to send a general message, question, or comment to Operations, or have a particular enquiry related to driver uniform, fill in a subject for your message, and type the message you want to send.

• Payroll Enquiries or Business to Business payment queries If you have a payroll enquiry, you must fill in a message subject (for example ‘Missing Hours’), the week ending and the client site that your enquiry relates to, and then details of the query. If you have enquiries about 2 or more clients, you must use a new form for each.

• Holiday Request If you want to make a holiday request, please fill in the week you wish to take holiday, and choose the number of days that you want to take from the drop down list.

• Submit POA / Other Work tSOLV Messaging provides a way to submit your POA and other work that you undertake so that we can take it into account against your working time and so we can monitor AWR rights. You must provide the week ending that this applies to, and the total POA and other work in hours.

After completing any of these forms, click on the ‘Send Message’ link.

DRIVER HANDBOOK


tSOLV MESSAGING SYSTEM (continued)

Any messages that you send us, are kept in your ‘Sent Items’. If you wish you delete a message either in your ‘Inbox’, or ‘Sent Items’, you simply click on the dustbin icon to the right of the message that you want to delete. In addition to being able to send us enquiries through the system, tSOLV Messaging will send you details of new assignments, including the client address, contact information, assignment and site risks, and pay rates. The system will also send you regular information about your working time. These details appear in your Inbox just like regular email. You are taken to your Inbox as soon as you log in. You should log on to your account at least every couple of days to check for important information that we may have sent you. Once you have finished your session, you should log out by clicking the link on the left.

GRIEVANCE PROCEDURE FOR WORKERS ENGAGED DIRECTLY

If you have a grievance to do with your work or the people you work with you should, wherever possible, start by talking it over with your branch contact. If the matter is serious and/or you wish to raise the matter formally you should set out the grievance in writing to your branch contact. Where your grievance is against your main contact, and you feel unable to approach him or her you should talk to another member of the branch or contact HQ for further advice. An operations manager will contact you, normally within five days, to discuss your grievance. If a meeting is arranged you have the right to be accompanied at this meeting if you request it. After the meeting the manager will give you a decision in writing, normally within 48 hours. If you are unhappy with the decision and you wish to appeal you should let the manager know. You will be invited to an appeal meeting, normally within five days, and your appeal will be heard by a Regional Director. You have the right to be accompanied if you request it. After the meeting the Regional Director will give you a decision, normally within 24 hours.

DRIVER HANDBOOK


DISCIPLINARY PROCEDURE FOR DRIVERS ENGAGED DIRECTLY

Purpose and scope The procedure is designed to help and encourage all drivers to achieve and maintain standards of conduct, attendance and assignment performance. The company rules outlined in the contract and driver handbook and this procedure apply to all employed drivers.

Principles Counselling will be offered, where appropriate, to resolve problems. No disciplinary action will be taken against you until the case has been investigated. The driver will be advised of the nature of the complaint and will be given the opportunity to state their case before any decision is made. The driver may request to be accompanied in accordance with statutory rights if Stage 1 applies. No driver will be dismissed for a first breach of discipline except in the case of gross misconduct, when the penalty will be dismissal without notice. A driver will have the right to appeal against any discipline imposed. The procedure may be implemented at any stage if the driver's alleged misconduct or poor performance warrants such action. If an end hirer decides that they no longer want a particular driver, the company may have no option but to consider a termination of contract if the driver cannot be placed on alternative assignments. Termination for this ‘substantial’ reason would only take place if the company agreed with the hirer’s position or after a request from the company to the hirer to re-consider fully their position.

The Procedure Counselling Stage 1 - first warning Stage 2 - final written warning Stage 3 - dismissal Gross misconduct The Working with our clients section provides examples of offences which are normally regarded as gross misconduct and will be regarded as such by any client and PPF. A driver accused of an act of gross misconduct may be suspended from work normally for no more than five working days, while the alleged offence is investigated. If, on completion of the investigation and the full disciplinary procedure, the organisation is satisfied that gross misconduct has occurred, the result will normally be summary dismissal without notice.

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