Amending colleagues’ terms and conditions
Over the life of an employment contract, it is likely that some of the terms and conditions of employment will change. Some changes, for example salary rises or promotions, are likely to be mutually agreeable, however it is also possible that less agreeable changes may be required. Employers should exercise caution in varying terms of a contract without obtaining the employee’s express agreement to the changes.
Type of changes
There are various reasons why an employee’s terms and conditions that are likely to change, examples of which are as follows:
Promotion
Where an employee is being promoted, there are a number of changes to terms and conditions that may need to be taken into consideration. If it is a brand new role, please contact the recruitment team.
- Job Title – Will there be a new job title?
- Department – Will the employee move departments?
- Salary – Does the new role warrant a change in salary?
- Hours of work – Have the hours of work or shift pattern changed?
- Notice period – Has there been a change in notice period?
- Allowances – Has any of the employee’s current allowances changed?
- Overtime – Does the new role require overtime work, or no further overtime work?
- Reporting Line – Does the new role has management responsibilities?
- Line Manager – Has the employee’s current line manager changed?
Senior Promotion
Where an employee is being promoted to a more senior role, aswell as the above changes, the following also needs to be considered. If it is a brand new role, please contact the recruitment team.
- Bonus – Is a bonus scheme applicable?
- Trust and Confidence -Does the new role require a clause in their contract which protects the company’s confidential information and business interests?
- Group Health -Is private healthcare required for the employee (including their family)?
- Company Car – Is a company car required as part of the new role?
Job Title / Department change
If an employee’s job title or department changes, then you also need to consider if there is a change in reporting line.
Salary increase or decrease / Allowances / Overtime
Where there is a salary change, you also need to consider if this affects any allowances or overtime payments.
Hours of work change
When an employee changes their hours of work, you must always clarify the new hours of work, shift pattern and start and finish times. You must also consider how this will affect their current salary.
Process for changing terms and conditions
In order to formally change an employee’s terms and conditions, you must first complete an Amendment to Conditions form. This form needs to be completed in full – it will not be processed if not fully complete.
Once completed, it needs to be authorised by the relevant Senior Manager then submitted to personnel@epwin.co.uk. Upon receipt, the HR / Payroll system will be updated accordingly, with a letter being sent to the employee confirming the changes.