A Contract of Substance | Archive Titles | Building

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1. Officer Pay (Section 1: The Security Officer)
The following are the Minimum Wage Rates for 2002
Location	48 hour Week	Weekly Earnings Guide
Central London (City & West End)	£7.58	£364
Outer London (within M25) & South East	£7.00	£336
M4/M1 Corridor & Home Counties	£7.58	£364
North West/Yorkshire	£6.42	£308
South West, South Coast, West & East Midlands	£6.13	£294
Wales, North East & East Anglia	£5.83	£280
Scotland	£5.83	£280
Wage rates will be checked by directly questioning Duty Shift Officers and confirming information through the Company Payroll Department and on the payslips

2. Officer Benefits (Section 1: The Security Officer)
Benefit	Conditions	Audit Procedure
Sick Pay Scheme	Available after 4 months probation	Sick pay scheme rules to be reviewed and payslips to checked to ensure scheme is implemented. Officers on site to be asked if they are aware of scheme and if it has been implemented.
	Commencing after maximum of 3 working days off sick
	Hours and pay rate determined according to Working Time Directive
	Minimum allowance of 10 shifts at full pay (2 weeks’ earnings) per annum
Non-Contributory Pension Scheme	Minimum 2% contribution by employer after 1 year’s service. Employee contribution optional.	Scheme rules and pension records to be reviewed. Also Officers to be questioned about the scheme.
	Target of at least 25% take-up by the on-site team
Life Assurance Policy	Policy to value of at least £10K after 1 year’s service (can be linked to Pension Scheme)	Scheme rules and membership records to be checked. Also Officers to be questioned about the cover.
Personal Accident Policy	Minimum cover of £200 per week for 26 weeks	Policy document to be reviewed
Holiday Entitlement	Minimum 4 weeks. Must comply with the Working Time Directive, including hours per day and pay rate.	Holiday records and system tested to ensure accruals are based on WTD rules
	Officers must take the full holiday entitlement every year if they so desire.	Records to be checked at Head Office to ensure team are taking holiday entitlement if they so desire.
Uniform Entitlement	Free uniform entitlement for each Officer	Checked on-site and at Head Office
	Suitable dry cleaning Allowance

3. Working Hours (Section 1: The Security Officer)
Conditions	Audit Procedure
The 48-hour week is immediately applicable to the Contract of Substance. This means that rosters must be based on a maximum 48 hour week. No Officer can average in excess of 60 hours per week over a 12 week period, i.e. a maximum of 1 extra shift per week	Review reports of hours per Officer per week and rosters. Also ask Officers.
Minimum of 1 day rest period per week	The Audit Team checks that these conditions are being adhered to via on-site interviews and a check on the individual’s records at Head Office
Maximum regular shift of 13 hours	As above
Minimum daily rest period of 11 consecutive hours	As above
Unless in a proven emergency, where there is no other alternative, Officers can never work back-to-back shifts on a Contract of Substance	As above

4. Officer Welfare (Section 1: The Security Officer)
Item	Conditions	Audit Procedure
Contract of Employment	Signed by both parties	Audit Team check at Head Office and by interview on site
	Terms and conditions understood by Officers
	Disciplinary and grievance procedures must be published and in use
Accurate Calculation of Pay	Maximum of 2 legitimate queries per Officer per annum	Random check by Audit Team both on site and with records at Head Office
	Pay queries resolved within 1 week
Welfare Procedures	All potential anti-discrimination policies, as in law, fully implemented	Terms and conditions of employment
	Bi-monthly welfare visit	Check of formalised reporting system which documents visit and findings
	Annual appraisal of each permanent Officer	Head Office records
	No arbitrary moving of Officers between sites without an agreed procedure in place and understood	Check terms and conditions of employment. Check with Officers on site

5. Screening (Section 2: The Client & The Contract Company)
Condition	Audit Procedure
All Officers screened to BS 7858, to include 5-year telephone vetting prior to the commencement of employment	Checked in each case by the Head Office Auditor
Specialist screening as per contractual terms (CTC, 10 year history etc)	Checked in each applicable case
The use of sub-contract staff – at no time exceeding 25% of the contract team – is only permitted when the contractor has fully validated the screening to BS 7858 of each relevant employee of the sub-contractor and has the record on file at the contractor’s Head Office	Checked at on-site interview with the sub-contractor employee and the contractor’s Head Office

6. Training (Section 2: The Client & The Contract Company)
Training	Condition	Audit Procedure
Appropriate Training	5-day Basic Training to include both classroom and on-site instruction (the on-site instruction to be detailed within Assignment Instructions (AI) )	Detailed interviews with on-site personnel, followed by verification of training records at Head Office
	Specialist training as per requirements of contractual terms
	Evidence of suitable in-house supervisory and management training for on-site supervisors and managers
Monitoring of Training	Regular assessment of training needs	Evidenced by appraisal form report
	Accurate training records maintained	Checked at Head Office and via personal training record cards
	Staff trained and regularly tested on knowledge of Assignment Instructions	On-site test for selected staff by Auditor
Payment For Induction Training	Officers to be paid for induction training course, based on 8 hours at the minimum rate stipulated above	Payroll records to be reviewed

7. Operational Efficiency (Section 2: The Client & The Contract Company)
Item	Condition	Audit Procedure
Assignment Instructions and Operational Records	Assignment Instructions kept up-to-date and signed by all staff trained on site. They must be reviewed at least annually	On-site verification by the Audit Team
	All on-site day-to-day operational records up-to-date and actioned as appropriate
Levels of Assignment Cover	Achievable levels of cover established and included in Service Level Agreement (SLA). Performance must be monitored against SLA	Confirmed by the Audit Team
	Evidence that 100% cover is provided on the contract and, where not provided, what remedial action has been taken	Checked by the Audit Team at Company Control Centre
	Confirmation on availability of trained reserve staff as per contractual terms and in SLA	Checked by the Audit Team at Control Centre
Staff Turnover	A maximum of 33% ‘negative’ staff turnover on assignment	Verified with Client and by checking Head Office records
	(‘Negative’ turnover is when an individual leaves voluntarily other than for compassionate reasons or advancement within the organisation) or is recruited into the employ of client

8. Contract Management (Section 2: The Client & The Contract Company)
Item	Condition	Audit Procedure
Operational Management Visits	Operational Management Visit programme agreed in SLAs and complied with	Checked by on-site Audit team through the requisite reporting documentation
Check-calls	Regular check calls by day and night, as agreed in AI’s and fully complied with	On-site test conducted by Audit Team – maximum response time of 20 minute
On-site Equipment	All on-site equipment specified in the contract to be available, serviceable and fully familiar to the security Officers on site (includes fire equipment)	Tested by on-site Audit Team
Health & Safety	Health & Safety Policy prominently displayed and fully understood by all Officers	Tested and verified by on-site Audit Team
	Policy to be reviewed annually by qualified personnel
	Register showing Health & Safety issues and the action taken to resolve matters

9. Administrative Support (Section 2: The Client & The Contract Company)
Item	Condition	Audit Procedure
Invoicing	Invoicing process to be accurate and timely	Question client
Credit Notes	Credit notes raised voluntarily for shifts not covered in accordance with the contract	Auditor to look on roster for shifts that have not been covered and establish whether credit notes have been raised

10. Contractual Issues (Section 2: The Client & The Contract Company)
Item	Condition	Audit Procedure
Price Reviews	Price Reviews (contract conditions to reflect annual Wage Inflation Rates as supplied by Office for National Statistics)	Audit team to check contract and ensure it has been implemented
Insurance Levels	Standard Insurances in place to meet contractual requirements	Auditor to check minimum policies are in place and valid
	Minimum Levels:-
	Employer’s Liability: £10M any one claim
	Public Liability: £2M any one claim
	Efficacy/Contractual Liability: £2M any one claim
	Fidelity: £100,000 any one employee
	Wrongful Arrest: £25,000 any one claim
	Loss of Keys: £25,000 any one claim
Contract	Contract signed by both client and contractor	Verified by Audit Team
	Contractor is fully aware of the period of notice	Verified by Audit Team
	Service Level Agreement (SLA) agreed and operative	Record of past meetings and follow-up action viewed by Audit Team
	Adherence to contract terms by all parties	Overview by Audit Team. Check in particular payment within contractual terms
TUPE	TUPE compliant with no issues outstanding	Audit team confirm that there are no TUPE issues outstanding