D H DOHERTY AND SON LTD
STAFF / AGENCY/ VEHICLE HANDBOOK
FOR VEHICLE:
ONLINE COPY
THIS HAND BOOK MUST BE LEFT IN THE VEHICLE AT ALL TIMES. A COPY CAN BE LOCATED IN THE OFFICE.
D H DOHERTY AND SON LTD
STAFF HANDBOOK
CONTENTS
PART A – STAFF HANDBOOK
Section 1
PART B – DAILY NOTES
Section 1
Part C – WEEKLY NOTES
PART D – CONDITIONS OF SERVICE
Section 1 – Employment
Section 2 – Job requirements
Section 3 – Vehicles
Section 4 – Individual site or client requirements
Roadways Container Logistics, Felixstowe
BW Agencies
Transrent, Felixstowe
Special Routes
UPS Logistics, Dewsbury
Alba, Rugby
All Harvard delivery locations
Part E – Various forms
Example completed timesheet
Example completed fuel sheet
Example completed defect sheet
Example completed defect sheet (Nil return)
Saturday working rota
Holiday availability
Part A -Section 1 – Staff Handbook
This handbook has been written to provide you with the information that you may need in order to complete your work safely and efficiently. If there are any sections that you are unsure of, don’t hesitate to contact Daniel Doherty or John MacPherson for clarity. Let us know if there are any subjects that you believe should have been included. We will update the handbook periodically and issue amendments within 7 days of completion.
1.2 Where to keep the handbook
A handbook will be issued for each vehicle, it is important to read through it carefully and leave the handbook in the vehicle, as relief staff will require access to the information. If you require a personal copy, please contact the office and a copy will be printed.
You must refer to this handbook at all times especially regarding daily and weekly requirements.
Part B – Section 1 – Daily Notes
For each job completed you will be issued with a delivery note. Please cross check this note with any verbal instruction that you have been issued. Important items to check are:
Container number (you may not always load your own container)
- Date / time
- Delivery address
Special instructionsIf any of the information on your notes are different to a verbal instruction, please contact the office immediately before continuing with the job.
It is essential to check your vehicle and trailer prior to commencing your shift.
Items to check before your shift begins and when your shift ends are as follows:
Wheel nuts
Tyre condition
Fuel / oil leaks
Battery security condition
Spray Suppression
Steering
Security of load
Mirrors
Lights
Reflectors
Indicators
Wipers
Washers
Horn
Excessive engine exhaust smoke
Brake Hoses
Coupling security
Electrical connections
Brakes
Security of body / wings
Markers
If you discover a defect at the start, during or end of a shift you must immediately follow the defect procedure as detailed in section 3 of this handbook.
You must always advise if you are running late to a delivery even if only a few minutes. This must be done verbally at least 10 minutes prior to the booking time.
If delayed on site for any reason it is important to advise either Daniel or John immediately. If you are on time for a booking and haven’t been started 30 minutes after your booking time, you must contact the office so that we can “chase” up our client. Failure to do this will result in a reduction of your hourly pay (if you’re an agency employee).
Always call in when empty prior to leaving the delivery / load point.
When you have returned to the yard and you believe the day’s work is complete, always contact John or Daniel to confirm there is nothing else due to do. At this point we shall advise you to park up appropriately, check you vehicle and trailer and book off.
At the beginning and end of each shift you must also check that:
The oil level is suitable
The water level is suitable
You have spare bulbs
You make spare number plates accessible for use on the next shift.
It is essential to complete your time sheet on a daily basis as your wages are calculated using tachographs and timesheets. All staff including agency employees must complete one of our timesheets. 15 minutes are allowed at the start and end of each shift for agency staff to complete the vehicle and trailer checks.
1.8.1 Due to restrictions set by both our Commercial and Goods In Transit policies we now have to implement an “away from base” parking policy. You must advise an office based member of staff of your planned location to stop for the night, prior to commencing your journey.
All vehicles left loaded and unattended over night (between the hours of 1900hrs and 0600hrs) must be locked at all points and any security devices fitted to the vehicle and or trailer and or container are fully set and the keys removed from the vehicle.
In addition (if left loaded and unattended) the vehicle must be placed in a secure compound or premises with securely locked gates or gated security.
Vehicles containing “theft attractive goods” (details following) can only be left loaded in our yard (RCL) and may not be left unattended at any other location.
Theft Attractive Goods are defined as :
Computer Equipment and or components and or accessories
Perfumery
Spirits
Tobacco
Audio visual equipment and or accessories
Fashion goods and garments
Footwear
Oriental carpets
Fur coats
1.8.3 Non theft attractive goods
Any other goods (not defined as above) can only be parked in authorised and approved locations. A list of these points will be produced shortly. If you wish to park in a location other than one on this list, you must request permission from Daniel Doherty prior to commencing your journey. Until this list has been produced, please contact John MacPherson or Daniel Doherty to seek advice.
Parking in a non-authorised location is classed as gross misconduct and may be dealt with in such a way.
All accidents or incidents must be reported immediately to Daniel Doherty. If you unable to contact Daniel, you must call the office without fail. This must be done for all incidents whether major or minor (even if you believe there to be no damage or harm). This must be followed up by requesting an accident report form from the office on your return to Felixstowe.
It is YOUR legal duty to report all accidents and/or incidents however minor. The police may prosecute YOU for failing to do this. If we receive confirmation of an accident/incident that you have failed to report to us, you will be suspended immediately without pay until further notice.
All containers have a pin “expiry” date and time. This is normally 23:59 hrs and can be the night prior to delivering the container. Once an instruction, (whether verbal or by a delivery note) has been given, please double check with an office based member of staff if you would like to “load and go” in the morning. Unless the cargo is of high value or theft attractive (if so you will be informed not to pre load the container) it is always assumed that you will load the box before 23:59 hours the day previous to delivery or Friday if for a Saturday, Sunday or Monday delivery.
Part C – Section 1 – Weekly notes
Each week you are required to complete and hand the following documentation into the office:
Pods
Timesheet (s)
Tachographs (keep the last tachograph of the week completed and hand in the following week)
Defect report(s)
All the above must be handed in by the close of play on the Monday following the end of week. Folders containing the above can be left at Routemaster reception from 0700hrs on Monday morning until 0700hrs Saturday morning. This allows enough time for tachographs and timesheets to be crosschecked and wages to be completed for payment Friday. Daniel will also be in the office one day of each week to deal with any defect and maintenance issues.
Delays in receiving these could result in late payment of performance bonus (for timesheets) and disciplinary procedures for defect reports and/or tachographs.
If for some reason you are not able to hand in your folder either on Friday, Saturday or Monday you must contact the office immediately.
Each vehicle must be kept in a clean and tidy condition both inside and out. Wash tokens can be obtained from the office to use the jet wash facilities in the yard and this must be used at least once a week. We will inspect each vehicle at the weekends and we shall advise you of any unsatisfactory observations.
Part D - Section 1 – Employment
The required hours of work are subject to booking times and therefore hours are not pre-defined. They will involve working Saturdays and/or Sundays subject to laws relating to driving/working hours.
Your rate of pay will be as per your contract of employment, plus nights out (at £18.00 per night out) and any bonus were applicable. Salary is paid one week in lieu and will be cleared funds in your account by close of play of the last working day of the week. This is subject to receipt of all documentation by close of play Monday of the following week worked. If not all documentation is received only basic salary will be run. Any bonuses will be carried forward until satisfactory documentation is received. Full details of requirements detailed in section C.
Holiday entitlement is 20 days per calendar year. Only 1 employee is allowed off at any one point, unless agreed with Daniel or John prior to booking the holiday. Please check with an office member of staff for availability.
This section sets out your entitlement to holidays, and includes your statutory rights under the Working Time Regulations act 1998. The holiday year runs from April through to March. Employees joining the company accrue paid holiday entitlement at the rate of 1.6 days for every complete calendar month worked. On termination of employment, holiday entitlement will be calculated to the nearest full month worked at 1.6 days per complete month. If an employee has already taken holiday which has not been worked for, any excess holiday pay will be deducted from the final salary.
If you are absent from work because of sickness, illness or injury for a period of more than two weeks, you will cease to accumulate the right to contractual holiday from the start of the two-week period. You will start to accumulate contractual holiday rights again once you return to work.
If you are unable to come to work for any reason, you must inform a member of management, preferably the night before or at the latest, prior to the time you are due to start work that day. Failure to do so may render you subject to disciplinary action and may also bar you from contractual sick pay. In notifying the company you should indicate the reason for your absence and its likely duration. If late notice of returning results in no work available for the vehicle, the company reserves the right to reduce the wage payable for the day lost.
All days of absence through sickness must be covered by a medical certificate. For the first seven days (including Saturday and Sunday), a self-certificate will be acceptable. For illness of more than seven days (including Saturday and Sunday), a doctors certificate must be produced on the eighth day and weekly thereafter. If your absence through illness lasts for less than seven days, you should complete a self-certificate on return to work and hand it in to John MacPherson. Should you realise that your sickness will last for more than the seven days, you should contact the office and ask them to send a certificate to you at home, which you should complete and return by post.
Because of the rules relating to the payment of Statutory Sick Pay (SSP) it is important that your certificate indicates the actual days of sickness even if they are sometimes days when you would not have worked, e.g. weekends and public holidays.
All employees are entitled to SSP in accordance with the rules laid down by law. Qualifying days, for SSP purposes, are defined as those days of the week on which you are contracted to work.
While the company will normally be sympathetic to cases of genuine sickness, illness or accident, prolonged or persistent absence for these causes may be dealt with through the disciplinary procedure.
Where there is concern for an employee’s health and his/her ability to carry out their work, the company reserves the right to ask that employee to submit to an independent medical examination, the cost of which will be borne by the company.
The company does not offer an occupational pension scheme but provides access to a stakeholder pension. Details can be obtained from John MacPherson. Employees remain contracted into the State Second Pension (S2P).
Further conditions of employment:
Employees are not permitted to take second jobs e.g. in the evening/weekend, without written agreement from the company. Any person in breach of this requirement will be subject to disciplinary procedure.
During your employment, and after it comes to an end, you must maintain confidentiality about the affairs of the company, its employees, details of its clients and its work. Information about the work of the company must not be divulged to third parties without the prior consent of the company.
The company is not party to any collective agreement.
If you wish to terminate your employment with the company, you are required to give one weeks notice in writing to John MacPherson.
Should the company wish to terminate your employment, for reasons other than gross misconduct, you will be entitled to one week’s written notice.
When your contract comes to an end, you are required to return to the company, all papers, information and electronic data held by you, which relates in any way to the business of the company. Upon receipt of any outstanding statements with suppliers e.g. fuel cards, mobile phone and a thorough inspection of the vehicle both mechanically and cosmetic the final basic pay will be paid by credit transfer. Any bonus or holiday entitlement will be paid by cheque the following week accompanied by any outstanding payslips and the P45, less any deductions for damage or misuse.
A copy of the company’s disciplinary procedure is found in section marked Disciplinary procedures which is issued with your contract.
If you have any grievance relating to your employment you should raise it orally with John MacPherson. If the matter is not resolved within seven working days, you may raise it in writing with Daniel Doherty who will make a decision with the next seven working days.
If you grievance concerns a breach of statutory duty by the company you may choose to be accompanied by a fellow colleague.
Employees are reminded that they have a statutory duty to observe all health and safety rules and take all reasonable care to promote the health and safety at work of themselves and their fellow employees. Wilful breaches of the health and safety policy will be dealt with through the disciplinary procedure.
Usage of company equipment for personal reasons e.g. mobile phones, fuel card, vehicles without prior consent is forbidden and may be classed as gross misconduct. Where allowed any usage will be re-charged in writing and deducted automatically from the next pay unless agreed in writing from the management.
Due to insurance reasons, only those in the employ of the company are allowed as passengers in the vehicles whether on public or private roads. Failure to request permission for passengers is classed as gross misconduct. Where permission is given (and this must be in writing), the company is not accepting any liability for damages if a claim was to arise. You acknowledge that only employees of D H Doherty and Son Ltd are covered by current commercial and employers liability insurance policies and that where permission is given for passengers to travel in the companies vehicles it is done so at their own risk.
Your employment is subject to an initial probationary period of six months during which time your performance, attendance and suitability for the post will be assessed. The company may extend the probationary period if it feels that it is appropriate. The provisions of this contract apply equally to the probationary period except that the Disciplinary Policy and Capability Procedure do not apply to decisions taken to extend the period of probation or to terminate your service, on the grounds of inadequate performance or potential. At any time during the period of probation, the company may give one week’s notice to terminate your employment, if it is felt that you are unsuitable for the post. The company will, however, advise you if you are considered to be unsuitable, and you will be given a period of at least one week, in order to achieve a satisfactory standard.
On appointment you will be allocated to a main base of employment. The company, however, reserves the right to employ you in either a temporary or a permanent capacity at an alternative workplace.
The usage of alcohol or drugs are forbidden in the work place. Any employee caught under the influence will be subject to procedures of gross mis-conduct. The company reserves the right to ask an employee to submit to an independent medical examination (the cost of which will be borne by the company) if we believe for any reason that there is a concern regarding alcohol or drug related problems.
Part D -Section 2 - Individual job requirements
Each day you shall be issued with a verbal instruction for the following days job details. Company or the client’s own delivery notes will then be issued or handed to you in person or left at an appropriate place. Please note that delivery instructions can only be collected from Routemaster between 0700hrs Monday morning and 0700hrs Saturday morning. At all other times over the weekend, Routemaster is closed and notes are not available.
Your delivery/collection notes should show all relevant details. Upon receipt please double check the delivery time to what you have been advised verbally and check for any special instructions on the notes.
When picking up a pre-loaded container from the yard, cross check the entire box number and not the last few digits. Taking an incorrect container from the yard could be classed as misconduct and dealt with in the appropriate manner.
Running late on booking times without pre-advising John MacPherson, Daniel Doherty or any other office based member of staff is classed as gross misconduct and will be treated as such. Where vehicles are on direct contract i.e. Yang Ming, employees should firstly direct advice to the client. You are aware that some clients charge a fine for “non-advised” late runners. Any cost of this will be passed on to the employee with a maximum charge for £25.00 per late runner, and will be advised in writing and automatically deducted from the next pay.
Failure to advise of possible extra charges incurred i.e. Demurrage after 3 hours on site, re-direction without permission etc is classed as misconduct and could result in a reduction of the weekly bonus followed by disciplinary action.
You must always advise prior to leaving the delivery point and obtain a time and a signature on your delivery notes if you have been onsite for more than 3 hours after the time of booking.
All employees are required to advise when tipped or loaded on site, prior to leaving the premises. Failure to do this is could be classed as misconduct and may be followed by disciplinary action.
The company reserves the right to withhold payment of nights out where the night out has not been agreed in advance by a member of management.
Your performance bonus is subject to your contract of employment. It is only payable upon the full completion of each job, which may involve tipping and loading on the docks and successfully discharging the cargo clause free at the delivery point. It is only payable upon receipt of all required documentation i.e. timesheet, tachographs, Pod’s and defect reports.
All delivery/collection notes must be handed in at the end of the week with your completed timesheet, tachographs and defect reports.
If you have done an export load and have been issued export-shipping notes, these need to be handed in as soon as you return to Felixstowe. Please check with the office each time for instructions.
Our vehicles are our main advertising feature and must be kept to a presentable standard. Whilst a vehicle is allocated to you, it must remain of a clean and tidy appearance on the inside and outside. Tokens can be obtained from the office to use the jet wash facilities within the yard and each vehicle must be cleaned each week. Hot and cold water is available without the need for a token and detergent is available with a token.
The inside of each vehicle must be kept clean and organised and suitable for replacement drivers to use in case of “unplanned” absence.
If you are allocated a new vehicle, you must inform Danny of any mechanical or cosmetic defects immediately. If no defects are reported at this point we acknowledge that the vehicle is of sound condition and should be kept to the same standard through out your usage.
We reserve the right to inspect our vehicles on a weekly basis and will request that any unsuitable conditions are rectified within 7 days. If they are not, we may choose to follow disciplinary procedures.
Each vehicle has been allocated a “vehicle defect book”. If this is lost or mis-laid it must be reported to the office immediately and a replacement will be issued.
As soon as a defect is discovered on the vehicle and or trailer, it must be reported verbally to Daniel Doherty from which instructions will be given. This must be followed up by completing the defect book for the vehicle. If the defect is repaired before the end of the week, please ask the supplier to add the details into the defect book.
At the end of the week hand the top copy if the defect into the office with your timesheet and tachographs (arrangements for any outstanding defects will then take place) and leave the carbon copy in the book. If you make a mistake score through the page and write cancel as all page numbers must be accounted for.
Please ensure that the defect reports are handed in every week. If there are no defects to report with the unit and or trailer, please complete a “Nil defect” report by writing Nil Defect on the report and hand it in as normal.
Please note that a defect report number will be required for any miscellaneous materials e.g. oil from Renault as they will use the defect number to recharge ourselves.
Please note that the above is a legal requirement subject to DTLR regulations and must be conformed to. There is no excuse not to complete defect reports.
Without a completed defect report, only your basic wage will be processed and performance bonus will be carried forward until the correct reports have been received.
Prior to starting a shift it is essential that a daily check be completed for the vehicle and trailer. Items to check if applicable are as follows:
Wheel nuts
Tyre condition
Fuel / oil leaks
Battery security condition
Spray Suppression
Steering
Security of load
Mirrors
Lights
Reflectors
Indicators
Wipers
Washers
Horn
Excessive engine exhaust smoke
Brake Hoses
Coupling security
Electrical connections
Brakes
Security of body / wings
Markers.
If defects are found with any of the above you must follow the defect report procedure as detailed in section 3.2 above. Failure to check or defect the above is classed as gross misconduct and will treated accordingly.
If you are starting a shift by taking over the vehicle from someone else, you must still complete the above checks. Never assume that the driver previous to you has made all the appropriate checks.
The same checks must be made at the end of your shift so that any defects can be dealt with prior to the vehicle being required again.
If a driver discovers a defect on a unit or trailer upon the first check of the shift that hasn’t been previously reported, it is assumed that the defect has been caused by accident or misuse and we reserve the right to charge any costs back to the previous driver of the vehicle or trailer.
It is essential that all defects are reported immediately as per the defect procedure in section 3.2. It is an offence to send a vehicle or trailer on the road with a defect even if unknowingly.
All vehicles are serviced or inspected on a 6-week cycle. You will be notified in as much time as possible of the date, time and location of your service. The vehicle must be presented to the appropriate supplier at this time unless Daniel Doherty has agreed an alternative time in advance. The defect book for that vehicle must be handed in to the supplier (even if you are not reporting defects as they will need the book to record perishables i.e. oil and bulbs) and any defects must also be pointed out verbally.
We shall endeavour to provide training for any vehicle or trailer that you haven’t driven or pulled before. However in the event that you are allocated a trailer that you haven’t used before, please contact Daniel Doherty and ask if there are any specific requirements for the item.
If you are still unsure or wary, you must explain your concerns. Never drive a vehicle or use a trailer that you are not confident about using.
As the driver of the vehicle it is YOUR legal duty to ensure that the vehicle you drive and trailer that you use is of roadworthy condition. YOU face prosecution by failing to report defects. The consequence of a vehicle or trailer receiving a PG9 from a road side ministry inspection, jeopardises the company’s trading position and suitability to hold an “O” licence.
Part D - Section 4 – Individual site or client requirements
This section deals with any special requirements of individual locations whether for health and safety issues or individual location procedures.
Roadways Container Logistics Felixstowe:
Please note that subject to client restrictions and/or cargo reasons, specific routes may be given for individual locations and authorised stop points. These must be adhered to at all times. Any detour from this route must be advised to Daniel Doherty prior to making the amendment. Failure to do this may be classed as gross misconduct and treated accordingly.
UPS Logistics, Dewsbury:
As attached details
Alba, Rugby:
As attached details
All Harvard delivery locations:
As attached details
Example completed timesheet
Example completed fuel sheet
Example completed defect report
Example completed defect report (Nil Return)
Saturday working rota
Holiday availability.