COMPENSATION & BENEFITS
5. SALARY*
Your salary is paid, in arrears, on the 30th of each month by credit transfer. If the 30th falls on a weekend you will be paid on the preceding Friday. Payslips can be accessed via myHR electronically. When you leave the company, the last payslip will be accessible externally via the ePay link
If you change your bank account, please do so via my HR, Employee Self-service. The HR team will be notified and approve.
If you have a query regarding your salary, please speak to your relevant HR contact.
Salaries are reviewed annually on 1 April, taking into account both market factors and individual merit, however, no increase in salary is guaranteed or implied by the review. Employees on any form of notice, be it of the Company’s or employee’s volition, are not entitled to a salary review.
6. INCOME TAX
Except for PAYE deductions made by the Company from your salary, it is your responsibility to deal directly with the HM Revenue & Customs regarding your tax affairs, including taxable benefits such as cars and private health cover.
The address of the Company’s Tax Office for all CBRE staff is:
HM Revenue & Customs
Pay As You Earn
PO Box 1970
Liverpool L75 1WX
Telephone: 0300 200 3300
CBRE Limited Company Reference: 120/45044
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7. INCENTIVE PAY SCHEMES*
You will be generally eligible for incentive pay consideration in accordance with the relevant scheme rules. Details of current schemes are available from the intranet/HR
This will be paid, where applicable, in late March and, in some cases, July to all staff employed on 31 March, who have joined the Company on or before 30 September in the previous year.
Employees on any form of notice, be it of the Company’s or employee’s volition, are not entitled to incentive payments. Pro rata payments may be made to staff joining or retiring during that year.
8. COMPANY CARS*
a. The Company normally provides cars or, alternatively, a cash allowance to qualified and/or professional staff and, at discretion, to other staff in accordance with the Company’s car policy. Car and cash allowance levels relate to seniority and are reviewed on a regular basis.
b. The Company reserves the right to, and will consider the commercial viability of, reallocating any existing vehicle from the car fleet before it considers acquiring a new vehicle. All employees will keep the vehicle until the existing contract expires, at which time the employee will have the option of another Company car or the cash allowance. New car contracts are for a period of four years which must be held onto for the full duration unless you leave. The range of cars available is determined by a monthly cost limit and depends on your level, but cars which are not appropriate for business use, such as two seater sports cars, need the approval of your Departmental Director. MPVs are not allowed under the scheme.
c. Business mileage may be claimed back in line with the HMRC rates which are published on the Finance section of the intranet.
d. Details of the Company’s car policy and procedures can be obtained from HR and the Intranet. The handbook of the leasing Company, Zenith, which must be carried in the car at all times, covers items on maintenance, repair and use which it is the individual’s responsibility to strictly adhere to. All queries should be directed to Zenith in the first instance. Their telephone number is 0113 348 8686
e. If you opt for the cash alternative and you use your own vehicle for Company business you must ensure that your private car is fully insured for such Company use.
f. Where private cars are used for approved business purposes, a mileage charge will be reimbursed through the normal expense procedure. There are two rates and you need to ensure that you claim the correct rate. One relates to those who are taking the cash allowance in place of a Company car. The other relates to those who have no entitlement to a Company car. The current rates are available from Finance or the intranet.
g. When using your private car for business, it is your responsibility to ensure that you are fully insured for business use under your own insurance policy, as the Company’s policy does not cover you
h. The Company’s cars are insured to be driven by the Company’s employees, their spouse/partner and dependants (with some restrictions, details of which are available from the HR Benefits team BenefitsUKLtd@cbre.com ). If anyone wishes their car to be driven by someone other than themselves or their family, they should obtain the explicit agreement of the Head of Department in writing beforehand. When seeking consent you should produce the driving licence of the additional driver (or a photocopy of it).
i. The Company’s car insurance for the family is for social, domestic and pleasure purposes only. The family are not insured to carry out another Company’s or their own business in the vehicle, with the exception of commuting to and from their normal place of work. Normal place of work is defined as their normal work premises and should be interpreted as wherever they carry out their business.
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j. Where there is a charge on the Company’s insurance policy (eg accidents, theft and miscellaneous damage) and where the excess is not recoverable from a third party the employee will pay the first £150 of the £250 excess. If the driver/custodian at the time of the claim arising is not the employee to whom the car is allocated (or their spouse) then the full £250 will be paid by the employee.
k. In incidents where a Company car is subject to criminal damage while on Company business which is reported to the police and a crime number allocated, then no insurance excess of £150 will be charged to the driver. Full details are available in the Company’s car policy.
l. In the event of damage etc. being below £250 and no claim being made on a third party’s insurance and the Company has to meet the full cost of the damage, the employee to whom the car is allocated will pay the first £150.
m. The Company’s car insurance policy does not provide cover for the loss of your personal possessions. It is your responsibility to insure your personal possessions.
n. If you receive any endorsements or are suspended it is necessary, for insurance purposes, to inform HR at the time of the incident. Failure to declare endorsements or suspension is a formal disciplinary matter and the insurance cover will be void. Full details are available in the Company’s car policy.
o. If you are leaving the Company, the following courses of action are open to you, subject to the Company’s agreement:
You may be able to purchase your vehicle from Zenith. If, however, the current contract has not expired, a termination fee will be imposed by Zenith and you will be required to pay any excess mileage costs as well.
The current contract may be transferred to your new employer provided all arrangements are made prior to you leaving the Company and that Zenith have given their approval. Any excess mileage costs will be borne either by the new employer or by you. This option is ONLY available if the Company does not incur a loss as a result of transferring the contract. If you wish to pursue this you should contact Zenith, and they will make the necessary arrangements between Zenith and your new employer
The car may be returned to CBRE. The car should be cleaned both inside and out and any repairs completed before returning the vehicle. A deduction of £250 will be made from your salary. Any refurbishment work necessary to the vehicle will be deducted from the £250. If no work is necessary the full £250 will be returned to you as soon as possible. Please inform Zenith of any outstanding insurance claims and ensure that you have completed the necessary claim forms.
Personal charges will be made for all damage other than reasonable fair wear and tear, e.g. stone chips (6.1.3 in the full policy).
p. When an employee returns a Company car at the end of its lease period or when it is being transferred to another employee they will have £250 deducted from their pay to cover any charges for all necessary work, other than fair wear and tear, that may be necessary to make the vehicle ready for auction or transfer, eg panel replacements, panel repairs, re-sprays (other than stone chips), broken wing mirrors, lights, bumpers, tyres etc.. Any refurbishment work necessary to the vehicle will be deducted from the £250. If no work is necessary the full £250 will be returned to you as soon as possible. Please ensure that the car has a MOT certificate, if necessary, and that it is returned in a clean state.
q. Where employees have excess lease payments, these apply for the full period of the lease. Therefore if someone leaves the Company or transfers the car to another employee before the lease expires, it is the responsibility of the original employee to pay for the outstanding balance of the excess payment and this will be deducted from their salary.
r. It is the responsibility of the employee to pay parking fine tickets and congestion charge fines (see car manual for further details). If you do not pay, the Company can deduct this from your
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salary. However, anyone who incurs a congestion charge whilst using their car on Company business should claim reimbursement through the normal expenses system, as with car parking/toll charges.
9. PENSION*
Contributory Salary Sacrifice Pension Scheme
The Company operates a Group Self Invested Pension Scheme.
It is a ‘salary sacrifice’ scheme, managed by Legal and General. Employee minimum contributions are 5% of salary. Employer contributions are as follows:
The rules and provisions of the pension scheme may be subject to change from time to time. For further details on this or if you have any queries on other closed pension schemes please contact the Benefits Team within the HR Department.
Auto Enrolment Scheme
If you do not join the Company’s pension scheme you will be automatically enrolled into the Government scheme following three months of employment. Employee contribution is 5% and Employer contribution is 3% also. If you do not want to be part of the auto enrolment scheme, in the month of your first deduction you will receive a pack from Legal & General and this will include details on how to opt out.
10. LIFE INSURANCE*
The Company provides free life insurance to all staff which covers your life for a sum equal to three times annual basic salary, subject to the provisions of the Company employee pension scheme. This will increase to four times the annual basic salary for employees who actively join the contributory salary sacrifice pension scheme. This increase will not take effect if you are auto enrolled into a pension scheme. 11.
PERMANENT HEALTH INSURANCE*
The Company provides Permanent Health Insurance (PHI) for all Associate Directors and above up to the age of 65
PHI is a form of income replacement for long term sickness. After six months’ total disability whilst in the Company’s employment, and subject to insurance company approval, you will be reimbursed 75% of your basic salary (up to a maximum of £120,000 per annum, including employer pension contributions), less invalidity benefit. All other benefits cease on commencement of PHI.
12. PRIVATE MEDICAL INSURANCE*
The Company provides private health benefits to all staff (and their spouses and dependent children under the age of 21 or 25 if in full-time education) who wish to join the scheme, subject to the provisions of the scheme. We are insured with AXA PPP Corporate Health Plan level 2 with pre-existing conditions covered. This is a taxable benefit. Details of the tax liability are available with the joining forms in your benefits pack, or via the Benefits Team. Please contact the Benefits team to add additional family members to the scheme.
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Age up to 29 years 5.0% 30-39 years (or 5 years’ service) 7.5% 40-54 years (or 10 years’ service) 10.0% 55 years and over 15.0%
13. MEDICAL SCREENING
The Company provides medical screening for all employees at Associate Director level and above upon reaching the age of 40. The screenings then take place every two years after that. If you are currently eligible or when you become eligible, our provider will write to you inviting you to schedule an appointment. Please contact HR if you have any queries.
14. NOTIFICATION OF CHANGES IN INFORMATION
It is the employee’s responsibility to make any changes that affect employee records, ie changes in name, address, telephone number, marital status, emergency contact and bank details via Employee Self-service in MyHR. Please contact the Benefits team to add additional family members to the scheme.
15. HOLIDAYS*
Holiday Entitlement
The holiday year is 1 January to 31 December and holiday entitlement is 25 days (30 for Directors and above) for all full time staff. However, in the calendar year of joining, you shall be entitled to holiday on the following scale:
Holiday Entitlement
Days due in that calendar year
Month of joining Staff Directors
January 25 30
February 23 27.5
May
Where the joining date is between day 1 and 15 of the month, employees are entitled to the full allowance for that month. Where the joining date is day 16 or later, employees are entitled to one day for that month.
In addition you are entitled to Public Holidays plus 2 extra days nominated by the Company in the Christmas/New Year period. During all holidays you are entitled to normal rate of remuneration.
If you work part-time, your holiday entitlement is varied pro rata in line with your agreed working arrangements and is dependent upon the number of days/hours you work each week.
All holiday dates are subject to the prior approval of your Head of Department. You must obtain authorisation for all leave before making any financial commitments. No more than three weeks can be taken consecutively.
You should endeavour to take all annual leave during the course of the year. If necessary, up to five days may be carried forward into the following year and must be taken by the 30 April. Days in excess of five or annual leave carried forward and not taken by the 30 April, will be lost. There is no payment in lieu for unused holiday except on termination of employment for the current calendar year.
Holiday entitlement in the calendar year your employment terminates is pro rata to the number of completed calendar months worked in that year, on the following basis:
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March 20 25
April 18 22.5
16 20
14 17.5
12 15
10 12.5
8 10 October 6 7.5 November 4 5 December 2 2.5
June
July
August
September
Where the leaving date is between day 1 and 15 of the month, employees are entitled to one day for that month. Where the leaving date is day 16 or later, employees are entitled to the full allowance for that month.
If, on the termination of your employment, you have taken more or less than your current year’s holiday entitlement as calculated above, an adjustment based on your normal rate of pay will be made in your final payment, either by way of deduction if you have taken more than your entitlement or by way of an additional payment where you have taken less than your current year’s entitlement. The Company reserves the right to request that some or all of any outstanding, accrued holiday balance be taken during your notice period.
16. ADDITIONAL LEAVE Jury Service
If you are required to attend jury service, you should immediately inform your Manager and HR. There is no Loss of Earnings involved as you will continue to be paid in the normal way by the Company. Please visit the self-service function on ‘myCBRE’ and use the absence management tool to request and record the dates for your Jury Service Leave. It is your responsibility to claim from the courts any amounts relating to travelling and subsistence as these will not be reimbursed by the Company.
Should the court release you from jury duty earlier than scheduled or not require your attendance at all, you are expected to immediately inform your Manager and return to work that same day, or as soon as it is practicably possible.
If deemed necessary, the Company reserves the right to ask if any employee’s attendance may be deferred for operational reasons.
Reserve Armed Forces
CBRE values the transferable skills gained by staff who are members of the Reserve Forces.
Those who are members of the Volunteer Reserve Forces Volunteer Reserve Forces the Royal Naval Reserve (RNR), the Royal Marines Reserve (RMR), the Army Reserve (AR), and the Royal Air Force Reserves (RAuxAF) are allowed 10 days additional paid leave (pro rata for part time employees) for attendance at their twoweek annual camp or equivalent continuous training exercises. Reservists are to ensure their team head receives at the beginning of their training year advance notification of the key training events that the employee is expected to attend.
Adult Cadet Force Instructors completing their annual training requirement of 21 days will be allowed 10 days additional paid leave (pro rata for part time employees).
Attendance is to be evidenced by a letter signed by their Commanding Officer or PSAO. Any additional period should be taken from annual leave.
Employee Handbook – Updated November 2021 Page 9 Holiday Entitlement Days due in month of leaving Month of leaving Staff Directors January 2.5 2.5 February 4.5 5 March 6.5 7.5 April 8.5 10 May 10.5 12.5 June 12.5 15 July 15 17.5 August 17 20 September 19 22.5 October 21 25 November 23 27.5 December 25 30
Charity / Volunteering Work
Where an employee is involved in a charity or volunteering event, up to two additional days leave per year may be granted. Please see full volunteering policy on the intranet.
Parental Leave/Time Off for Dependants
For further details, please refer to the Family Policies later on in this handbook.
Moving House
The Company allows up to one additional day’s leave per year for the purposes of moving home. This must be agreed in advance with your Manager.
Marriage/Civil Partnership
You are allowed one additional day’s leave for your special occasion. This extra day must be agreed in advance with your Manager. You will also receive a gift from the Company. The gift is Brought to you by From Babies with Love and their affiliated partners who provide unique gifts and donate 100% of their profit to orphaned and abandoned children around the world Please inform HR of your marriage/civil partnership date in advance.
Long Service Awards
The Company recognises and wishes to acknowledge the loyalty and commitment evidenced by long service. Awards are granted as follows:
Anniversary Holidays Use within Cash Award
All employees are eligible, including ex-Equity Partners. If you work part-time, your holiday entitlement is varied pro rata in line with your agreed working arrangements and is dependent upon the number of days you work each week.
If you are under any form of notice you will be entitled to receive the cash award but not the additional holiday.
17. BENEFITS FOR PART TIME STAFF
Benefits (ie holidays, life insurance, PHI, car/cash allowance in lieu, pension contributions etc.) are allocated on a pro rata basis to reflect part time hours. This will apply to all new part time employees and those who move to part time for whatever reason.
Those who were part time before 1 April 2005 will continue on their personal basis until their contracted hours change, at which time benefits going forward will be on a pro rata basis.
18. EMPLOYEE ASSISTANCE PROGRAMME
As an employee of CBRE you and your family have access to an Employee Assistance Programme in association with Care First.
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1 week 1 year
years 2 weeks 2 years £500 20 years 3 weeks 2 years £750 25 years 4 weeks 2 years £1,000 30 years 5 weeks 2 years £1,000 35 years 5 weeks 2 years £1,000 40 years 5 weeks 2 years £1,000
10 years
£250 15
The Employee Assistance Programme offers professional advice on financial matters, stress and anxiety, family crises, legal issues and much more. This is available to you and your family. The service is totally confidential and is available 24 hours a day, 365 days a year. In addition to telephone advice, 8 face-toface counselling sessions are also available if needed and there is also an online service.
The telephone number is 0800 015 5630 and simply quote CBRE.
19. MENTAL HEALTH FIRST AIDERS
The Company has a number of trained Mental Health First Aiders. If you find yourself struggling with any form of stress or anxiety, or a broader mental health issue, we encourage you to reach out to one of these (of your manager of HR contact) for a confidential conversation. Their role is to listen and to signpost support, as well as more broadly raising awareness and helping to build an inclusive culture. A full list of Mental Health First Aiders can be found here.
20. SEASON TICKET LOANS
Interest free loans for season tickets (rail, Oyster and bus) are available for permanent employees on a discretionary basis to a maximum loan of £10,000. Fixed Term Contract employees with a contract length over 12 months are also eligible for this benefit. You can purchase an annual season ticket repayable over 12 months. Before you sign up for a season ticket with Abellio, please ensure you are fully aware of the terms & conditions attached to taking out a Season Ticket Loan.
You can apply through the myBenefits site. Employees will receive an email notification on or around the 1st of the month following their joining date to access myBenefits and they will be able to select the season ticket loan as a benefit from the portal.
On leaving the Company, any outstanding loan amount will be deducted in payroll; this must be repaid in full before you leave. Should you wish to seek a refund for the outstanding value of the ticket, please let your HR Administrators know. Under the rules of our engagement with the external provider, any refund will be made directly to the Company and repaid to you via BACS once the funds have been received from them.
21. STUDENT LOANS
An interest free loan of £1,200 is available to permanent employees who have completed full-time education within the 12 months immediately prior to joining. This must be applied for, via HR, within six months of joining the Company.
On leaving the Company, any outstanding amount must be repaid in full before you leave. Any refund, whether you are leaving the Company or moving closer to work, must be by paid via payroll or by BACS
22. INTERNAL VACANCIES
Vacancies are advertised internally on the intranet. If you would like to apply for a position, please apply to HR in the first instance. Please refer to the transfer policy available on the intranet.
23. RECRUITMENT BONUS (REFER A FRIEND)
A taxable bonus of up to £5,000 may be paid to staff for the introduction of permanent employees (excluding transfers from other CBRE offices) to the UK Company. This bonus is as follows:
£1,000 for Support staff and part-qualified Surveyors (excl. Graduate Programme)
£2,500 for Fee Earners up to Senior Surveyor
£3,500 for Associate Director
£5,000 for Director level or above
The Company reserves the right to amend these rates at any time, and any award payable will be based on the rates applicable at the date the new employee joins.
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This bonus will normally be paid on completion of six months’ service by the new person, provided that both the introducer and the new person are still with the Company at that stage and not serving any period of notice. Payment is via the payroll and, depending on dates, may be made with the following month’s salary.
Team Award
An award may be claimed by a team if the introduction has been a collective effort. In this case the award may be used for a team event and a nominated individual, approved by the appropriate Service Line Head, will receive the award through the payroll to be spent on the team.
Joint Award
An award may be claimed by two or three team members who will each receive equal shares.
Please note
The claim for the bonus must be made within one month of the new employee joining the Company by an email of approval from your Head of Department being sent to HR.
All employees and Directors will be eligible except for Managing Directors and Heads of Departments. It is not payable in respect of the intake of graduates on to the Graduate Training Programme. Nor is it payable for employees transferring within the CBRE business. For the sake of clarity, where an agency and an employee are involved, only one party receives a payment.
It is payable where an ex-CBRE employee is re-introduced to the Company. This applies to the UK only.
The bonus is payable at the discretion of the HR Director, whose decision will be final, taking into account the particular circumstances.
24. SPORTS AND SOCIAL
A diverse range of sports is organised through the Company, each with its own club captain. Your support and participation are encouraged. A number of social events are organised by the Sports and Social Committee and take place on a regular basis. The SSC welcomes new ideas and suggestions.
The following sports currently have their own club:
Basketball, Cricket, Football, Rugby, Touch Rugby, Hockey, Netball, Softball, Ladies Speednet, and Cycling.
These clubs participate in tournaments and privately arranged matches with other surveying firms, institutions and clients. Details can be obtained from the club captains or the SSC.
Sports club events (as distinct from client entertainment on sporting occasions) which take place during business hours are to be taken as holiday by the staff involved. If it is necessary to hold an event during business hours, it should take up no more than half a day.
TALENT & LEARNING
25. TRAINING, CAREER DEVELOPMENT & PROMOTION
The Company ensures that opportunities for training, career development and promotion are made equally available to all employees.
The Company is keen to promote a working environment which encourages the individual development of its people. A copy of our training policy is available on the intranet.
Training needs are identified by you and your Manager, through the appraisal system, succession planning and, where appropriate, career planning meetings.
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Appraisals
Appraisals for all staff take place twice a year. The annual appraisal takes place in January/February. Together with your Manager, you will review your performance and future objectives against the criteria set out in the Career Framework (available from the intranet) for your level/role. The mid-year appraisal takes place in July / August and should, in addition to reviewing past performance and current objectives with your Manager, focus on career development and the completion of a personal development plan. Continuing Professional Development (CPD)
All professional staff are required to complete and keep a record of the Continuing Professional Development that they have undertaken in compliance with the relevant professional body. Random audits may be carried out each year by the professional body.
Promotion
Promotions are generally considered twice per year for all levels up to and including Associate Director (April and November), and annually for Directors upwards (November). Information about the process is posted on the intranet along with deadlines for nomination and paperwork submission.
POLICIES & PROCEDURES
26. EQUAL OPPORTUNITIES
Introduction
CBRE is committed to supporting the principle of equal opportunities, and opposes all forms of unlawful or unfair discrimination on the grounds of colour, race, nationality, ethnic origin, sex, pregnancy, marital or civil partnership status, disability, religion, belief, age, sexual orientation, gender-assignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee.
Our aim is to recruit, train and promote the best person for the job and to create a working environment free from unlawful discrimination, victimisation and harassment in which all employees are treated with dignity and respect. All job applicants, employees and others who work for us will be treated fairly and will not be discriminated against on any of the above grounds.
All employees will be made aware of the requirements of this policy and will be obliged to co-operate to ensure that the policy is carried out effectively.
Any form of discrimination may be unlawful and will be treated as a disciplinary offence resulting, if appropriate, in disciplinary action. Note that the Equal Opportunities Policy, including the harassment and victimisation policy and complaints procedure, do not form part of employees’ contracts of employment and may be changed by CBRE in its absolute discretion at any time.
1. Scope of Equal Opportunities Policy
This policy applies to the advertisement of jobs, recruitment, terms and conditions of employment, career development, counselling, training, promotion, grievance and disciplinary procedures and all other aspects of employment.
All employees are required to comply with the Equal Opportunities Policy when dealing with other employees (including temporary or agency staff and consultants), job applicants, clients, suppliers, customers and contacts of the Company, and anyone else with whom they come into contact during the course of their employment.
In particular, all employees must take care to guard against more subtle and unconscious forms of discrimination which may not be immediately obvious. This may result from generalisations about the capabilities, characteristics or interests of a particular group which influence the treatment of individuals.
2. Who is responsible for this policy?
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Our board of directors (the board) has overall responsibility for the effective operation of this policy and for ensuring compliance with discrimination law. Day-to-day operational responsibility, including regular review of this policy, has been delegated to the Equal Opportunities Officer.
All managers must set an appropriate standard of behaviour, lead by example and ensure that those they manage adhere to the policy and promote our aims and objectives with regard to equal opportunities. Managers will be given appropriate training on equal opportunities awareness and equal opportunities recruitment and selection best practice. The People Director has overall responsibility for equal opportunities training.
If you are involved in management or recruitment, or if you have any questions about the content or application of this policy, you should contact the Equal Opportunities Officer to request training or further information.
3. Recruitment
CBRE will ensure that information about vacancies will be circulated as widely as possible in the circumstances to ensure that it reaches all sections of the community regardless of colour, race, nationality, ethnic origin, sex, pregnancy, marital or civil partnership status, disability, religion, belief, age, sexual orientation, gender-assignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee. All applications will be welcomed and will be considered on the relative merits of the applicant against the job and/or person specification for the position.
Job and person specifications will only include criteria which are objectively required for the duties and responsibilities of the vacancy.
If there is a genuine and lawful reason for limiting the vacancy to a particular group, this will be clearly stated, and the grounds for it, on any advertisements.
Applicants should not be asked about health or disability before a job offer is made. There are limited exceptions which should only be used with People department approval. For example:
Questions necessary to establish if an applicant can perform an intrinsic part of the job (subject to any reasonable adjustments);
Questions to establish if an applicant is fit to attend an assessment or any reasonable adjustments that may be needed at interview or assessment;
To monitor diversity in the range of applicants (which will not form part of the decision making process); and
To take positive action to assist disabled applicants.
CBRE is required by law to ensure that all employees are entitled to work in the UK. Assumptions about immigration status should not be made. All prospective employees, regardless of nationality, must be able to produce original documents before employment starts to satisfy immigration legislation. A list of acceptable documents is available from the People team.
4. Terms and Conditions of Employment
CBRE will offer terms and conditions of employment that are free from all forms of direct and indirect discrimination and apply equally regardless of colour, race, nationality, ethnic origin, sex, pregnancy, marital or civil partnership status, disability, religion, belief, age, sexual orientation, gender-assignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee. No requirements or conditions will be imposed, directly or indirectly, which will or might place any group of employees at an unfair or unlawful disadvantage.
Grievance and disciplinary procedures will be operated without discrimination on the grounds of colour, race, nationality, ethnic origin, sex, marital or civil partnership status, disability, religion, belief, age, sexual orientation, gender-assignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee or any other unlawful grounds.
5. Training, Career Development and Promotion
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The Company will ensure that opportunities for training, career development and promotion are made equally available to all employees. The principal method of identifying training needs will be through the appraisal procedures and promotion decisions will be based on merit alone.
6. Disability Code of Good Practice
CBRE values the individual contribution of all employees and prospective employees from all sectors of the community at large. CBRE recognises its social, moral and statutory duty to employ people with disabilities and will do all that is practicable to meet this responsibility. The Company operates, therefore, the following Code of Good Practice on Disability:
CBRE will take steps to raise awareness of disability throughout the organisation, particularly targeting all staff involved in recruitment and selection processes.
CBRE will take reasonable steps to ensure that the working environment, working practices and terms and conditions of employment do not prevent disabled people from taking up positions for which they are suitably qualified and, in all other respects, the best person for the job.
CBRE will bear in mind the desirability of avoiding barriers to the employment of disabled people when acquiring and fitting out buildings with equipment and devising working practices.
CBRE will take steps to ensure that all disabled people have the same opportunities, subject to reasonable cost limitations/practicalities, as other staff to develop their full potential within the organisation.
Only a person of the level of People Director or equivalent will take any decision not to make an adjustment which might enable or assist an employee or a prospective employee to be employed in a particular post. Before making such a decision, the relevant person will ensure that all possible adjustments have been fully investigated, including consultation with the employee or prospective employee concerned and any appropriate expert advice.
Any employee who becomes disabled whilst in employment will be given the full support of managers and CBRE's People Department to maintain, or return to, a job appropriate to his/her experience and abilities.
CBRE will encourage the participation of disabled employees to ensure that, wherever possible, its employment practices recognise and meet their needs and will consult disabled employees on action to make sure they develop and use their abilities at work.
CBRE will continue to provide services and facilities to clients with disabilities.
Further guidance can be obtained on an entirely confidential basis from the People Department. If you know or believe you might be disabled, you are warmly encouraged to discuss this with the People Department so that CBRE can ensure you achieve your full potential and that it complies with its duties.
7. Discrimination, Harassment and Victimisation in the workplace
CBRE is committed to providing a workplace where everyone has the right to work in an environment which promotes equal opportunity and prohibits discriminatory practices. CBRE will not tolerate any form of discrimination, harassment, or victimisation by or against employees. It is the obligation of all employees to behave in a way that supports this policy.
This policy is not designated to discourage normal social relations among colleagues or with the public. Its aim is to prevent discrimination or harassment. It is the responsibility of each individual to be sensitive towards the impact that he/she has on others and not to discriminate against or harass colleagues or condone discrimination or harassment by others. The policy applies not only to working at CBRE's premises, and those of any third party, but also includes travelling or staying away from home whilst on business or for a reason related to your employment.
8. Equal Opportunities Officer
A senior employee of the Company is appointed Equal Opportunities Officer. The current Equal Opportunities Officer for the Company is the People Director.
The Equal Opportunities Officer will, with the assistance and co-operation of senior management, the People Department and other employees, take steps to ensure universal compliance with the policy.
9. Breaches of this policy
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If you believe that you may have been discriminated against you are encouraged to raise the matter through our Grievance Procedure. If you believe that you may have been subject to harassment you are encouraged to raise the matter through our Anti-harassment Policy. If you are uncertain which applies or need advice on how to proceed you should speak to the Equal Opportunities Officer.
Allegations regarding potential breaches of this policy will be treated in confidence and investigated in accordance with the relevant procedure. Staff who make such allegations in good faith will not be victimised or treated less favourably as a result. False allegations which are found to have been made in bad faith will, however, be dealt with under our Disciplinary Procedure.
Any member of staff who is found to have committed an act of discrimination or harassment will be subject to disciplinary action. Such behaviour may constitute gross misconduct and, as such, may result in summary dismissal. We take a strict approach to serious breaches of this policy.
10. Monitoring
To ensure that this policy is operating effectively, and to identify groups that may be under-represented or disadvantaged within the Company, we may monitor employees and applicants' ethnic group, gender, disability, sexual orientation, religion and age. Provision of this information is voluntary and it will not adversely affect an individual's chances of recruitment or any decision related to their employment. Analysing this data helps the Company to take appropriate steps to avoid discrimination and improve equality and diversity.
Equal opportunities policy
CBRE is committed to supporting the principle of equal opportunities, and opposes all forms of unlawful or unfair discrimination on the grounds of colour, race, nationality, ethnic origin, sex, pregnancy, marital or civil partnership status, disability, religion, belief, age, sexual orientation, gender-assignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee.
Our aim is to recruit, train and promote the best person for the job and to create a working environment free from unlawful discrimination, victimisation and harassment in which all employees are treated with dignity and respect. All job applicants, employees and others who work for us will be treated fairly and will not be discriminated against on any of the above grounds.
All employees will be made aware of the requirements of this policy and will be obliged to co-operate to ensure that the policy is carried out effectively.
Any form of discrimination may be unlawful and will be treated as a disciplinary offence resulting, if appropriate, in disciplinary action. Note that the Equal Opportunities Policy, including the harassment and victimisation policy and complaints procedure, do not form part of employees’ contracts of employment and may be changed by CBRE in its absolute discretion at any time.
Scope of Equal Opportunities Policy
This policy applies to the advertisement of jobs, recruitment, terms and conditions of employment, career development, counselling, training, promotion, grievance and disciplinary procedures and all other aspects of employment.
All employees are required to comply with the Equal Opportunities Policy when dealing with other employees (including temporary or agency staff and consultants), job applicants, clients, suppliers, customers and contacts of the Company, and anyone else with whom they come into contact during the course of their employment.
In particular, all employees must take care to guard against more subtle and unconscious forms of discrimination which may not be immediately obvious. This may result from generalisations about the capabilities, characteristics or interests of a particular group which influence the treatment of individuals.
Recruitment
The Company will ensure that information about vacancies will be circulated as widely as possible in the circumstances to ensure that it reaches all sections of the community regardless of colour, race, nationality, ethnic origin, sex, pregnancy, marital or civil partnership status, disability, religion, belief, age, sexual
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orientation, gender-assignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee. All applications will be welcomed and will be considered on the relative merits of the applicant against the job and/or person specification for the position.
Job and person specifications will only include criteria which are objectively required for the duties and responsibilities of the vacancy.
If there is a genuine and lawful reason for limiting the vacancy to a particular group, this will be clearly stated, and the grounds for it, on any advertisements.
Applicants should not be asked about health or disability before a job offer is made. There are limited exceptions which should only be used with the People team approval. For example:
Questions necessary to establish if an applicant can perform an intrinsic part of the job (subject to any reasonable adjustments);
Questions to establish if an applicant is fit to attend an assessment or any reasonable adjustments that may be needed at interview or assessment;
To monitor diversity in the range of applicants; and
To take positive action to assist disabled applicants. The Company are required by law to ensure that all employees are entitled to work in the UK. Assumptions about immigration status should not be made. All prospective employees, regardless of nationality, must be able to produce original documents before employment starts to satisfy immigration legislation. A list of acceptable documents is available from the People team.
Terms and Conditions of Employment
The Company will offer terms and conditions of employment that are free from all forms of direct and indirect discrimination and apply equally regardless of colour, race, nationality, ethnic origin, sex, pregnancy, marital or civil partnership status, disability, religion, belief, age, sexual orientation, genderassignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee. No requirements or conditions will be imposed, directly or indirectly, which will or might place any group of employees at an unfair or unlawful disadvantage.
Grievance and disciplinary procedures will be operated without discrimination on the grounds of colour, race, nationality, ethnic origin, sex, marital or civil partnership status, disability, religion, belief, age, sexual orientation, gender-assignment, trade union membership or on the fact that an individual is a part -time worker or fixed term employee or any other unlawful grounds.
Training, Career Development and Promotion
The Company will ensure that opportunities for training, career development and promotion are made equally available to all employees. The principal method of identifying training needs will be through the appraisal procedures and promotion decisions will be based on merit alone.
Disability Code of Good Practice
The Company values the individual contribution of all employees and prospective employees from all sectors of the community at large. The Company recognises its social, moral and statutory duty to employ people with disabilities and will do all that is practicable to meet this responsibility. The Company operates, therefore, the following Code of Good Practice on Disability:
The Company will take steps to raise awareness of disability throughout the organisation, particularly targeting all staff involved in recruitment and selection processes.
The Company will take reasonable steps to ensure that the working environment, working practices and terms and conditions of employment do not prevent disabled people from taking up positions for which they are suitably qualified and, in all other respects, the best person for the job.
The Company will bear in mind the desirability of avoiding barriers to the employment of disabled people when acquiring and fitting out buildings with equipment and devising working practices.
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The Company will take steps to ensure that all disabled people have the same opportunities, subject to reasonable cost limitations/practicalities, as other staff to develop their full potential within the organisation.
Only a person of the level of People Director or equivalent will take any decision not to make an adjustment which might enable or assist an employee or a prospective employee to be employed in a particular post. Before making such a decision, the relevant person will ensure that all possible adjustments have been fully investigated, including consultation with the employee or prospective employee concerned and any appropriate expert advice.
Any employee who becomes disabled whilst in employment will be given the full support of managers and the Company’s People Department to maintain, or return to, a job appropriate to his/her experience and abilities.
The Company will encourage the participation of disabled employees to ensure that, wherever possible, its employment practices recognise and meet their needs and will consult disabled employees on action to make sure they develop and use their abilities at work.
The Company will continue to provide services and facilities to clients with disabilities. Further guidance can be obtained on an entirely confidential basis from the People Department. If you know or believe you might be disabled, you are warmly encouraged to discuss this with the People Department so that the Company can ensure you achieve your full potential and that it complies with its duties.
Policy on Discrimination, Harassment and Victimisation
This policy is applicable to all employees of the Company. It forms part of the Company’s general policy on equal opportunities.
The Company is committed to providing a workplace where everyone has the right to work in an environment which promotes equal opportunity and prohibits discriminatory practices. The Company will not tolerate any form of discrimination, harassment, or victimisation by or against employees. It is the obligation of all employees to behave in a way that supports this policy.
This policy is not designated to discourage normal social relations among colleagues or with the public. Its aim is to prevent discrimination or harassment. It is the responsibility of each individual to be sensitive towards the impact that he/she has on others and not to discriminate against or harass colleagues or condone discrimination or harassment by others. The policy applies not only to working at the Company’s premises, and those of any third party, but also includes travelling or staying away from home whilst on business or for a reason related to your employment.
Definition of Discrimination, Harassment and Victimisation
Any behaviour under the following headings will not be tolerated. Disciplinary action, including dismissal for serious offences, will be taken against any person violating this policy.
The Equality Act 2010 is concerned with discrimination and harassment in respect of the following "Protected characteristics":
Age
Disability
Gender reassignment
Marriage and civil partnership
Pregnancy and maternity
Race
Religion or belief
Sex
Sexual orientation
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Discrimination
Discrimination by or against an employee is prohibited unless there is a specific legal exemption. Discrimination may be direct or indirect and it may occur intentionally or unintentionally.
Direct discrimination occurs where a person has been treated less favourably than another because of one or more of the protected characteristics.
Indirect discrimination occurs where someone is disadvantaged by an unjustified provision, criterion or practice that also puts other people with the same characteristic at a particular disadvantage. Any such provision, criterion or practice will need to be objectively justified.
Harassment
Harassment is a form of discrimination and is any unwanted conduct (which includes verbal or physical abuse, advances or any other behaviour which has the purpose or effect of violating another person’s dignity or of creating an intimidating, hostile, degrading, humiliating or offensive environment) related to a relevant protected characteristic. The following types of behaviour may amount to harassment:
physical assault;
physical or verbal abuse;
threats;
suggestive comments or gestures;
offensive gestures, language, gossip or jokes;
insulting or abusive behaviour or comments;
isolation or exclusion;
bullying;
persistent criticism or humiliation;
unfair allocation of work or responsibilities. This list gives examples only and is not exhaustive.
Sexual Harassment
Sexual harassment is one form of harassment. Generally it involves conduct where a person persists in behaviour towards another and the person knows or ought reasonably to know that such behaviour is unwelcome to the other because it is perceived to be of a sexual nature and offensive. It is a form of sexual discrimination and as such is unlawful under the Sex Discrimination Act 1975. The following types of behaviour may amount to sexual harassment:
unwanted physical conduct, including unnecessary touching, patting, pinching or brushing against another employee’s body,
verbal conduct of a sexual nature, for example making suggestive remarks or engaging in unwanted flirtation;
unwelcome sexual advances, continued suggestions of social activity outside work after it has been made clear that this is unwelcome;
non-verbal conduct of a sexual nature; for example making sexually suggestive gestures
the display of sexually suggestive or pornographic pictures, the sending of sexually harassing messages or images through electronic mail;
sex-biased conduct;
the telling of sexist jokes
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conduct that denigrates or ridicules or is intimidatory or physically abusive of an employee because of his/her sex, marital or civil partnership status or sexual orientation. This list gives examples only and is not exhaustive.
Sexual harassment by someone of the same sex as the victim is also covered by this policy.
Duties of Supervisors
Where a supervisor (whether a manager or other person holding supervisory responsibilities) becomes aware of an allegation of harassment of an employee or of a member of the public in connection with the Company’s activities, he/she should (whether or not a formal complaint has been made) discuss it with the complainant and, report it to the Company’s Equal Opportunities Officer, where it is felt to be appropriate.
Victimisation
Victimisation is a form of discrimination. It occurs when a person treats another person less favourably on the grounds that the person has brought proceedings, given information about or raised a complaint about discriminatory behaviour, or supported someone else's complaint. It would include bullying or intimidating a fellow employee where that employee has raised a grievance about discrimination suffered, for example, on the grounds of sex.
Employee responsibility
Every employee must take reasonable steps to ensure that harassment does not occur and must report any incidents to the Company’s Equal Opportunities Officer. Employees who believe they are the victims of harassment or victimisation may raise the matter with their immediate supervisor and/or the Equal Opportunities Officer without the need to make a formal complaint. However, employees who believe they are victims of harassment or victimisation are encouraged to use the complaints procedure which is part of this Equal Opportunities Policy.
The Complaints Procedure
Failure to comply with the Company’s Equal Opportunities Policy or to co-operate with it operating effectively is a disciplinary offence which may lead to disciplinary action including the possibility of dismissal.
It is the Company’s aim to resolve any complaints as quickly as possible. All complaints will be treated seriously and with appropriate confidentiality. The complaints procedure is set out below.
Making a Complaint
Employees who believe they have experienced or are experiencing any form of discrimination, harassment or victimisation should consider first whether it is appropriate to raise the matter directly with the person concerned to resolve the problem. If it is not appropriate to do so, employees should speak in the first instance to their immediate supervisor or Head of department. If an employee feels unable to discuss the matter with his/her immediate supervisor or Head of department then the appropriate point of contact is a member of the People Department.
Following initial discussions with the appropriate supervisor, Head of department or a member of the People Department, an employee will be asked to choose whether they wish to use an informal, discreet approach, by, for example, discussing the complaint with the individual who is alleged to have caused offence
If the alleged discrimination or harassment involves a third party not employed by the Company or an employee of such a third party, appropriate action to deal with the problem will be discussed with the person making the complaint.
If the employee is not satisfied with an informal approach, an employee may make a formal complaint, using the Company’s grievance procedure as outlined in the policy headed ‘Grievance Procedure’.
Although the Grievance Procedure will apply in cases of discrimination, the Company may take additional steps, for example, where it is felt that other members of the Company could be at risk if no action is
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taken. The matter will be dealt with promptly, fairly and impartially. Maximum care will be taken to ensure that the career and reputation of each party is not unjustly affected.
Investigation and Meeting
This step will be conducted in accordance with the Grievance Procedure. It may involve hearing detailed accounts from both the alleged discriminator or harasser and the complainant. Other members of staff may also be asked to provide information. Documents, electronic mail and other evidence may be considered. A full record of the progress and outcome of the investigation and any steps taken will be reported to the complainant at the earliest opportunity. Those conducting the investigation will not be parties directly involved in the allegation. You will also be asked to meet with a Senior Manager to discuss the issues raised.
Disciplinary interview
Where a formal investigation has been conducted and where it has been reasonably concluded that some form of discrimination, harassment or victimisation may have taken place, those responsible for such acts will be subject to the Company’s disciplinary procedures, which will be conducted by the next level of management and/or by a member of the People Department who will not have been previously involved.
The outcome of the disciplinary procedures will depend upon the circumstances. Serious acts of discrimination, harassment or victimisation will be regarded as gross misconduct and may lead to instant dismissal. There is a right of appeal against disciplinary action in accordance with the procedure described in the Company’s disciplinary procedures.
Consideration may be given to redeploying either the discriminator/harasser, or the complainant. If redeployment is considered then the wishes of the complainant will normally come first. Where your complaint is about someone other than an employee, such as a contractor, customer, service user, supplier or visitor, the Company will consider what action may be appropriate to protect the complainant and anyone involved pending the outcome of the investigation, bearing in mind the reasonable needs of the business and the rights of that person. Where appropriate the Company will attempt to discuss the matter with the third party
Employees will be protected from harassment, victimisation or discrimination for making a complaint or assisting in an investigation. Any acts of retaliation or intimidation against an employee will be treated as a disciplinary offence.
An employee who maliciously makes an unfounded complaint will be subject to disciplinary action.
Equal Opportunities Officer
A senior employee of the Company is appointed Equal Opportunities Officer. The current Equal Opportunities Officer for the Company is the People Director.
The Equal Opportunities Officer will, with the assistance and co-operation of senior management, the People Department and other employees, take steps to ensure universal compliance with the policy.
Monitoring
To ensure that this policy is operating effectively, and to identify groups that may be under-represented or disadvantaged within the Company, we may monitor employees and applicants' ethnic group, gender, disability, sexual orientation, religion and age. Provision of this information is voluntary and it will not adversely affect an individual's chances of recruitment or any decision related to their employment. Analysing this data helps the Company to take appropriate steps to avoid discrimination and improve equality and diversity.
Note that the Equal Opportunities Policy, including the harassment and victimisation policy and complaints procedure, set out above do not form part of employees’ contracts of employment and may be changed by the Company in its absolute discretion at any time.
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27. SICKNESS
In the event of sickness or injury you must telephone your Manager or Supervisor, or if this is not possible, arrange for a relative or friend to do so, by 9.30am on your first day of absence and regularly thereafter if sickness is prolonged. Employees must indicate the reason and probable duration of the absence.
For any absence due to illness or injury of one day or more, you are required to complete a Sickness Declaration form, available as a template from the intranet. In the case of absence which exceeds seven consecutive calendar days, you are also required to obtain a medical certificate from your doctor.
The Company will pay you Statutory Sick Pay as required by law, during any unavoidable absence through sickness. In addition, the Company will continue to pay your basic salary (inclusive of Statutory Sick Pay) when you are absent through sickness or injury on the following basis:
Year 1- up to 12 months of employment
Year 2 and 3 – 13th to 36th month of employment
Year 4 - 37th to 59th month of employment
Year 5 – 60th month and thereafter
4 weeks (20 working days)
8 weeks (40 working days)
13 weeks (65 working days)
26 weeks (130 working days)
Contracts of employment set out details that are applicable to individual employees. Pro rata arrangements apply to part time employees as well as to employees on short term contracts of less than 12 months in duration. The above applies on a rolling 12 month basis.
Payment of basic salary as above during sickness will be at the Company’s discretion.
The Company reserves the right to review these periods and to withhold payment of sick pay if any absence is not covered by medical certificates. It shall be a disciplinary offence not to provide appropriate certificates for all periods of absence by reason of sickness or injury.
The Company reserves the right to ask for medical certificates for a period of illness which is less than seven days. Furthermore the Company may require employees to attend a consultation with the Company’s doctor. In these cases the costs would be met by the Company.
You are expected to arrange medical appointments outside of working hours if possible or as near to the beginning or end of the working day as possible. A request for time off for such purposes will be dealt with sympathetically. Your Manager may, at their discretion, request an employee to take the time off work requested as annual holiday entitlement.
Further details on Occupational Sick Pay and Statutory Sick Pay (SSP) are available from HR.
Please refer to the Absence Policy on the intranet for further information.
28. FAMILY POLICIES
Family Friendly Leave Policies
The rules and procedures for Maternity Leave, Adoption Leave, Shared Parental Leave and Paternity Leave are complex and changed regularly by the Government. Please inform your Manager and People contact of your intention to take leave as early as possible, and the People team will explain the rules and provide you with guidelines, which are also available on the intranet.
Birth/Adoption of Child
To congratulate you on the birth of your baby/ adoption of a child (up to 18 years) you will receive a gift from the Company which will be posted to your home address. The gift is Brought to you by From Babies with Love, who donate 100% of their profit to orphaned and abandoned children around the world. Please ensure you inform your People Advisor accordingly. This applies to both female and male employees.
Parental Leave/Time Off for Dependants
Parental leave is available for parents who have one year’s continuous service. You are entitled to request up to 18 weeks’ unpaid leave for each child (born or adopted) until that child’ s 18th birthday. The leave
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can start once the child is born or placed for adoption, or as soon as the employee has completed a year's service, whichever is later.
The limit on how much parental leave each parent can take in a year is 4 weeks for each child Employees must take parental leave as whole weeks (e.g. 1 week or 2 weeks) rather than individual days, unless the child is disabled. A ‘week’ equals the length of time an employee normally works over 7 days.
Employees must give at least 21 days’ notice before their intended start date. If the employee or their partner are having a baby or adopting, its 21 days before the week the baby or child is expected.
Unpaid time off is available for domestic incidents under the Time Off for Dependants policy. Further information is available from the intranet/People department
Flexible Working
All employees who have completed 26 weeks’ service have the right to request flexible working under the Equality Act 2010. These requests can include changes to working hours, working time or working location.
For more details and eligibility criteria please refer to the Flexible Working Policy held within the People section of the Company intranet.
29. WORKING TIME DIRECTIVE
The stated objective of the Working Times Regulations is to lay down minimum health and safety requirements for the organisation of working time. The points which are relevant to us are:
Maximum weekly working time
A limit of 48 hours over a rolling 17 week period is imposed on average weekly working time. An individual employee may voluntarily choose to work in excess of the weekly working time limit.
Minimum periods of weekly and daily rest and minimum breaks whilst working Employees are entitled to a daily rest period of 11 consecutive hours and a weekly rest period of 24 hours, together with a daily 20 minute rest period where the working day is longer than 6 hours. The daily rest period may straddle two calendar days.
If you believe that over any given 17 week period you may average more than 48 hours, you should discuss the matter with your Manager or HR. Further information is available from the People department 30.
TERMINATION OF EMPLOYMENT
On termination of employment (be it at the request of the Company or the individual, for whatever reason) the Company is entitled to deduct, as far as possible, from any final monies owing, all debts owed by you to the Company or any member of the CBRE Group, including but without limitation:
The balance outstanding of any holiday excess
Season ticket loan
Training and development loan
Other loans advanced by the Company
Deductions in respect of tax or National Insurance
Outstanding car insurance excesses
Repairs to cars returned to the Company in a damaged condition
Car deductions where excess lease payments are made over the entire lease period
Parking or congestion charge fines
Bonus repayments
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If there is still a balance outstanding, you should make a direct bank transfer to the Company before you leave and, if you do not, the Company reserves the right to deduct the sum owed by you from any pension refund or, if necessary, to take legal proceedings for recovery.
Your final payment will normally be paid on the last working day of the month directly into your bank account. Your P45 will be sent to your home address by our payroll team Your final payslip will be accessible externally via the ePay link.
On termination of your employment, you must return to your Manager all original and copy documentation, files and correspondence relating to the Company’s affairs, together with any vehicle, credit cards, security cards, IT equipment, laptop, Blackberry, telephones, books, Employee Handbook, keys, equipment or other property belonging to the Company.
31. DISCIPLINARY CODE
It is in the interests of the Company that everybody conforms to established standards of conduct and observes the Company’s rules and procedures. Please refer specifically to the intranet for our Code of Conduct and Compliance Rules. A serious infringement of these will be regarded as gross misconduct and will render you liable to immediate dismissal. Examples of what the Company would regard as gross misconduct are given below, although these are not exhaustive:
Serious infringements of established standards of conduct at work, such as misappropriation of property, theft, fraud, physical assault, being drunk or under the influence of illegal drugs, or breach of the Compliance Rules
Criminal offences
Violation of the Company’s Electronic Communication Policy
Behaviour which disregards the Company’s Equal Opportunity or Harassment Policy or other Company procedures and policies
Violating health and safety rules or practices or engaging in conduct that creates a health, safety or environmental hazard
Disclosure of confidential information about CBRE or its employees, clients or suppliers
Engaging in business outside the Company during working hours without written permission of the Managing Director
Breach of sections A2.1.b of the Estate Agents Act (1979)
Engaging in business, at any time, that is in competition with or prejudicial to the Company
Behaviour to the Company’s clients, suppliers or advisers which is prejudicial to the Company or which would in any way damage the Company’s standing with clients or members of the public
Unauthorised absence from work
The Company has a disciplinary procedure, a copy of which is available from the People department or the intranet.
32. GRIEVANCE PROCEDURE
Every employee in the Company has the right to raise a grievance relating to their employment. The Company has a grievance procedure, a copy of which is available from the People department, or the intranet.
33. DATA PROTECTION
In this clause, the terms ‘personal data’, ‘special categories of personal data’ and ‘processing’ each have the meaning attributed to them by the EU General Data Protection Regulation (GDPR).
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The Company holds a variety of information on employees, clients, suppliers and professional advisers to the business and has an obligation to comply with the GDPR and other Data Protection Legislation.
Your Personal Data
CBRE relies on a range of legal basis for the processing of your Personal Information. The specific legal bases for processing your personal data are set out in the Company’s Employee Privacy Notice, located on the Company’s Intranet.
During your employment with the Company, your personal data and special categories of personal data may be transferred to and processed by:
CBRE’s subsidiary or holding company (or a subsidiary of such holding company) and their employees;
professional advisors of the Company;
a third party providing services to the Company for the benefit of its employees;
national authorities where the Company is located;
third parties and to associate companies with the Group, located in other countries, both in and outside the European Economic Area; and
prospective purchasers of all or any part of the Company’s business in return for suitable confidentiality undertakings regardless of the country to which the data is to be transferred.
In cases of cross-border data transfers outside of the European Economic Area, the Company shall take reasonable steps to ensure an adequate level of protection for all personal data and special categories of personal data.
Further information relating to Data Protection, including your rights under data protection legislation, may be found in the CBRE EMEA Privacy Charter or in the Privacy Notices on the Company Intranet.
Your Obligations
You must only process personal data for the following purposes:
as set out in the applicable Privacy Notice;
protecting and promoting CBRE’s legitimate interests and objectives (for example ensuring site security, managing fraud/money laundering prevention); and
to fulfil CBRE's contractual and other legal obligations.
Use of personal data: If you want to do something with personal data that is not on the above list, you must speak to your supervisor/line manager. This is to make sure that CBRE has a lawful reason for using the personal data.
If you are using personal data in a way which you think an individual might think is unfair please speak to your line manager
A breach of this policy may be treated as misconduct and could result in disciplinary action including in serious cases, dismissal.
A member of Staff who deliberately or recklessly misuses or discloses personal data held by CBRE without proper authority is also guilty of a criminal offence.
You must –
undertake the compulsory data protection training within a month of starting your new role at CBRE;
familiarise yourself with the Data Protection Policy set out in the People intranet and/or Employee Handbook;
familiarise yourself with CBRE’s Employee Privacy Notices;
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take all reasonable steps to prevent the unauthorised disclosure of or access to personal data and special categories of personal data you process or transfer during your employment;
comply with the GDPR and data protection laws when processing any personal data and special categories of personal data during your employment;
share personal data on a “need to know” basis only;
take all reasonable steps to ensure that any third party to whom you transfer any personal data and special categories of personal data not only complies with the GDPR but also prevents it from disclosure to or access by unauthorised persons;
be able to recognise when someone is exercising their rights in their Personal Data in order that you can refer the matter to your line manager.
inform your line manager immediately on becoming aware of any actual or suspected breach of the requirements of data protection legislation; and
inform the Company immediately of any changes to your personal data.
34. EMEA IT POLICIES
a. EMEA Information Asset Protection Policy – This policy covers the protection, security, and disposal of data, documents, software, and hardware that is stored, created, maintained on CBRE systems and networks.
b. EMEA Electronic Communications and Acceptable Use of Technology – This policy outlines what are the deemed to be the acceptable uses of technology at CBRE companies in EMEA. This includes the use of email, phones, internet, applications, computers.
c. EMEA Electronic Communications and Acceptable Use of Technology – Social Media – This policy covers what is deemed to be acceptable use of social media platforms to enhance our service to clients whilst protecting the CBRE brand and reputation.
The full policies are on the Intranet and form part of the EMEA Compliance Training Programme You will be asked to acknowledge that you have read and understood them and that you will be abide by their contents.
35. CONFIDENTIALITY
In the ordinary course of your employment you will be exposed to information about the business of the Company, its clients and other members of the CBRE Group which is confidential or is commercially sensitive and which may not be readily available to competitors or the general public and which if disclosed will be liable to cause significant harm to the Company or members of the CBRE Group. Confidentiality provisions are therefore necessary and reasonable to protect the legitimate interest of the Company and members of the CBRE Group.
Consequently you must not, whether during or after your employment, except as authorised or required by your duties as an employee of the Company, reveal (whether deliberately or through lack of care or diligence) to any person, Company or organisation or otherwise make use of any of the trade secrets, secret or confidential operations, processes or business methods or any information (other than that within the public domain) concerning the organisation, business, finances, transactions or affairs of the Company or its clients and members of the CBRE Group.
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ADMINISTRATION 36. TRAVEL POLICY
GENERAL
The Company expects all employees to use the most cost-effective means of travel, to book as far in advance as possible, to exercise common sense when arranging overnight accommodation, and to use our travel provider Chambers Travel’s online booking tool, for all travel outside the UK on Company business. A traveller profile needs to be completed on the CBRE Travel portal before the service can be activated.
Costs of accommodation, visas, car hire, public transport and taxis should be covered by employees and will be repaid through the expense process, per the policy guidelines stipulated below.
The Company’s travel policy applies to all employees and relates to all travel on Company business.
Each business line has designated travel bookers who can assist with the process.
General travel to and from your normal place of work, for example St Martin’s Court and Henrietta House are not claimable expenses.
Travel Insurance
CBRE has travel insurance in place to cover all staff whilst travelling outside the UK on Company business. Some restrictions are in place and the policy excludes normal commuting. The policy can be found on the intranet under the Business Services, Secretariat pages.
Travel Agent
CBRE use Egencia for all business flights, trains and hotels.
Contact Numbers 0871 330 7133
Travel Portal
Email Customer service
https://www.egencia.co.uk
traveladmin@cbre.com
customer_service@egencia.co.uk
37. LOSS OF PROPERTY / CONTENTS INSURANCE
Any article found on the Company’s premises should be promptly handed in to HR or the Facilities Department.
The Company’s Contents Insurance does not cover loss or damage to your personal belongings or cash. In particular, do not leave handbags, wallets or other valuables in unattended offices or cloakrooms. Keys are available for all cupboards from the Facilities Department.
38. DRESS CODE
All employees are expected to dress smartly in a manner appropriate to an office where clients are regular visitors, and to reflect the professional, business like approach of the Company.
39. SECURITY
A security card will be issued to all London-based employees by the Facilities Department. It is essential that you use this at all times to gain access. General access is between 7.00 am and 9.00 pm Monday to Friday. Access outside these hours or at weekends should be arranged in advance with the Facilities Department.
Our Regional offices (outside London) operate their own building security with access either via office keys or a security card. You will receive the relevant access items on your arrival along with information about general office opening hours.
If you lose your security card or key at any time, you may be charged for a replacement.
On leaving the Company, your security card or key should be returned to the Facilities department (London based employees) or your Regional Office Manager.
Visitors/contractors must be escorted by a CBRE employee and must display visitors’ badges. Always inform Reception in advance of any expected visitors.
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40. EXPENSES GUIDELINES
Financial Authorisation
The Company has established specific authority levels for the approval of personal expenses and the purchase of items or services required for the Company. Fuller details of these authorisation procedures can be obtained from your Head of Department or Finance.
Expenses
All expenses should be submitted using the MyFinance system. Guidance is available from the Intranet (Business Services/Finance) or from the Finance Department if required. Claims will be settled directly into your bank account on a weekly basis as per the payment timetable.
All expenses must be claimed within four months of being incurred, otherwise they will not be paid. Receipts should be attached with the VAT number of the suppliers in all possible cases.
Responsibility & Control
Each year budgets for travel and entertaining are set for each Service Line.
Your Service Line Head or Managing Director will have responsibility for your Service Line’s travel and entertaining budget, ensuring budgetary control and compliance with your Service Line’s own internal guidelines.
Travel and entertaining expenditure will be monitored centrally on a Service Line and individual basis to ensure expenditure does not exceed reasonable levels.
Staff Entertaining
All staff entertaining must be approved by the appropriate Service Line Head.
Client entertaining
The Managing Director, in conjunction with the Marketing Department, will control the budget and expenditure for any event-based client entertaining, whether organised as Company's or Service Line function. If you are arranging an event you must liaise with the Head of Client Care.
There should be no reclaiming of expenses for entertainment of other agents except where there are real business opportunities that can be clearly identified and detailed on the Expense Claim for authorisation. These should be in line with guidelines set by your Service Line Head or Managing Director.
In-house facilities are available in the Henrietta House and St Martin’s Court offices and should be used wherever possible. However, if external lunches are essential, these should be in line with guidelines set by your Service Line Head or Managing Director.
In-house facilities at our Regional offices vary from location to location.
41. CAR & MOBILE PHONES
Mobile phones may be provided for business use with the authorisation of your Head of Department. Any excessive personal usage will be payable by the employee. Personal mobiles are to remain switched off during office hours other than where they are being used for business purposes.
Please note that under no circumstances should mobile phones be used when driving. On the advice of the CBRE Legal and Health & Safety advisers, the use of hands free mobile phones whilst driving on Company business is strongly discouraged. Hands free kits will not be supplied or fitted into Company owned vehicles, nor will the Company pay for these kits to be fitted into an employee’s own car.
42. TECHNOLOGY QUERIES
All technology queries should be directed to the IT helpdesk (ext 3333). This includes computer hardware and software, printers and telephones (including mobiles).
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43. INTRANET
We have a Company intranet site that provides up to date information on the Company such as the latest business development, client information, Service Line information, CBRE Code of Conduct, Business Management System, Standards of Business Conduct, , CRM, this employee handbook, internal vacancies, social activities and lots more. There are also links to other useful sites.
HEALTH & SAFETY
44. INTRODUCTION
It is the policy of CBRE to promote standards of health and safety which will lead to the avoidance of, or reduction in, risks to health and safety, and to ensure that compliance with the Health and Safety at Work Act 1974 (HASAWA) and associated legislation is achieved. All employees, whatever their level, have a duty to take care of themselves and others who may be affected by their acts or omissions. Any potential hazards should be reported, as appropriate.
CBRE’ Health & Safety Policy can be found on the Corporate Health & Safety intranet site and you should take time to read and understand its contents. The Policy outlines CBRE’s commitment to health, safety and welfare.
The CBRE Health & Safety Arrangements Policy apportions specific health and safety responsibilities across the organisation, which will go some way to ensuring employee health, safety and welfare and that of anyone else who may be affected by our activities.
The main source of these statutory legal requirements is the Health & Safety at Work Act 1974 [HASAWA], whose requirements were made more specific by the Management of Health & Safety at Work Regulations 1999 [MHSWR]. The ACOP (Approved Code of Practice L21) has been withdrawn and is known as Managing for Health and Safety (also known as HS G 65).
45. EMPLOYER RESPONSIBILITIES
HASAWA requires employers to ensure, so far as is reasonably practicable, that the health, safety and welfare at work of all its employees and visitors. Specifically, an employer must provide:
Safe plant and systems of work
Safe use, handling, storage and transportation of articles and substances
Necessary information, instruction, training and supervision
A safe place of working include safe access and egress
Safe working environment and adequate welfare facilities
The MHSWR requires employers to carry out risk assessments of their premises and activities to identify sources of potential harm. Having identified such sources or hazards, the employer must assess the likelihood of harm occurring and then implement and maintain effective control measures.
46. EMPLOYEE RESPONSIBILITIES
The HASAWA requires employees to take reasonable care for their own health and safety and that of others. Employees are also required to co-operate with their employer’s health and safety policies and procedures and must not deliberately misuse any item or equipment provided for health and safety purposes. Under the MHSWR, employees also have a duty to report any shortcomings or concerns about health, safety and welfare.
47. THE CORPORATE HEALTH & SAFETY INTRANET SITE
This section of the intranet can be found by going to “Business Services” > Corporate Health & Safety. All the Corporate Health & Safety policies and procedures can be found on this site. Employees should make themselves aware of where these policies are located.
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48. THE ACCIDENT BOOK
If you have an accident you must complete the Accident Book (or ask someone who witnessed the accident to complete it for you) as soon as practicable. At CBRE, the Accident Book is a web-based document, which can be found on the Corporate Health & Safety intranet site; it should be completed electronically and submitted to the Health, Safety and Environmental Manager.
At CBRE all near misses are regarded as potential accidents and therefore, must be recorded in the Accident Book.
Please see the definitions for an accident and a near miss below:
An accident is an unplanned, uncontrolled event, which HAS led to:
Injury to persons
Damage to plant
Some other loss to the Company
A Near Miss is an unplanned, uncontrolled event, which COULD HAVE led to:
Injury to persons
Damage to plant
Some other loss to the Company
49. FIRST AID & FIRST AID FACILITIES
All CBRE First Aiders hold either a full “First Aid at Work” certificate and have attended a three-day course, or a one-day basic course and will be designated as an “Appointed Person”. Full First Aiders are paid an allowance of £120 (gross) per annum, payable on a monthly basis via Payroll. “Appointed Persons” do not receive any payment.
In the event of an accident/injury, please notify a First Aider or ask someone to contact one for you. A list of qualified First Aiders for all UK sites is held on the Corporate Health & Safety intranet site.
At both Henrietta House and St Martin’s Court there is a First Aid room on the 3rd floor. All First Aiders at all locations have a fully equipped First Aid box.
50. FIRE
Please familiarise yourself with your office’s fire procedures. For the London offices, these are displayed on the notice board and on the Corporate Health & Safety Intranet site.
Please ensure that you identify the following on your floor:
The zone / area your workstation is in
Your nearest fire call point button
Your zone / area’s nearest fire exit route
Who the Fire Marshalls are on your floor and where they sit
Ask your Manager to give you a tour of your floor pointing out the Fire Exit Stairwells, the location of the call point buttons and the location of the CBRE Fire Point Assembly
51. YOUR WORKSTATION Chair
The chair provided will meet ergonomic stipulations and will be fully adjustable. Employees should be able to adjust their chairs as follows:
Seat height
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Seat length
Angle of back of chair
Height of back of chair
Option of settings for chair back eg free-flow or fixed
If arms are fitted, these should be height adjustable
Footrest
You should be able to able to rest your feet on the floor. If you can’t, please contact the Facilities Department who will either source a footrest from stock or order one for you.
Desk
In the interests of health and safety, your desk should be as free from clutter as possible. CBRE operates a clear-desk policy and therefore, we would request that you clear your desk of papers and files etc. before you leave each evening. This will ensure that the cleaners can adequately clean your desk. All space under your desk should be kept clear to allow sufficient leg movement.
PC/Telephone
The PC monitor provided has tilt and swivel functions. It also has full contrast and brightness controls. If you have any problems with your PC or telephone please contact the IT Help Desk.
Eye Test
Any employee who consistently uses a VDU for more than two hours per day is entitled to have an eye examination every year or as recommended by their optician. Eye test vouchers are available via the online portal found on the intranet and can be used at an optician locally.
Reasonable Adjustments
Employees are obliged to advise CBRE if they have a specific medical condition or disability so that the Company may assess the risks to health and provide any reasonable adjustments, which may be required in order to ensure employee welfare. For confidentiality, please advise the UK Health & Safety Manager, who will carry out a one to one assessment.
Please also refer to the DSE Self-Risk Assessment policy, which is on the Corporate Health & Safety intranet site (under Business Services). It is envisaged that with the aid of the DSE policy and the trouble-shooting section, employees will be able to carry out initial DSE self-risk assessments of their workstations. Should discomfort persist or concerns remain, employees have a duty to raise these with their Manager and request an assessment to be carried out by the UK Health & Safety Manager.
52. HEALTH & SAFETY TRAINING
All new employees should undertake online health & safety training within their first week. Additional workrelated health and safety training may be required, eg Manual Handling training (for those employees whose work involves regular lifting, lowering, pushing, pulling and sliding of loads), Risk Assessment Awareness (for those employees who carry out surveying within the Building Consultancy department) etc.. Any additional training will be conducted on an ‘as-needs’ basis. All Health and Safety training can be arranged through HR
53. JOB-SPECIFIC HEALTH & SAFETY INFORMATION
CBRE has a set of procedures that cover key controls for occupied and uncontrolled premises and employee site visits. In addition, CBRE has a comprehensive set of risk assessment policies and procedures, which are designed to address all areas of property management. Specifically, these include lone working, environmental control, passenger lifts, asbestos, legionella, water hygiene, roof edge protection, safe contractor and general risk assessment policies and procedures. These are available on the Intranet site.
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54. ENVIRONMENTAL POLICY & PROCEDURE
CBRE Limited has an Environmental Policy which can be found on the intranet site or on the staff notice boards. The Environmental Policy states the commitment CBRE Limited has to carry out its operations in such a way that any environmental impact is kept to a minimum.
Every member of staff has a responsibility under the policy to carry out their day to day activities in an environmentally responsible manner.
Each office has an environmental champion who will be able to assist you further but please be aware of the following:
There are different waste collection bins for different wastes including paper, general waste, printer cartridges, cans (not all offices) and cardboard
Please ensure that your computer is turned off completely at the end of each day and that your monitor is not left in the standby mode
Ensure that you only print off documents if absolutely necessary and that your computer is set to double side printing
Take advantage of video conferencing facilities which are available in our offices rather than travelling
Where possible use public transport to attend meetings
Finally, if you have any suggestions that may be of an environmental benefit for your office, or the wider Company, please forward these to your Manager or the designated environmental champion or the UK Environmental Manager.
55. SECURITY ALERT
In the event of a security alert:
Await instructions from your Fire/Security Marshall
If time allows, clear your desk etc. of all loose papers
Always follow the lead of your Fire/Security Marshall
56. SMOKING
The Company operates a No Smoking policy throughout all offices. This includes the use of E-cigarettes. This applies regardless of the time of day. Smoking will only be permitted outside the buildings, but not outside the front entrances.
Smokers must ensure that cigarette ends are not left around the outside of our offices. Managers interviewing for new staff should clearly state the policy.
Disciplinary action will be taken against anyone not complying with these restrictions.
57. SAFETY OF EMPLOYEES VISITING UNOCCUPIED BUILDINGS/SITES
All employees must be aware of the Lone and Field working procedure which is available on the Health & Safety intranet page. All employees are asked to review the full policy on joining the Company.
When you attend vacant sites alone you must contact your nominated departmental contact of your location, with a contact number, the approximate time you will spend on site and to let your departmental contact know when you are leaving the site.
This should be repeated for every site that you visit on your own that is vacant.
Failure to follow this may result in disciplinary action.
Should you fail to call in, then your departmental contact will then try to contact you. If they fail to contact you, then they will escalate an emergency procedure which may involve calling the emergency services.
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A model risk assessment has been produced for surveying, make yourself familiar with this. Where you are undertaking specific high risk activities such as roof work, a separate risk assessment must be done before you start work.
Whether the site is occupied or not, as much information on the site should be obtained from the Client, landlord etc. before attending site and your whereabouts should be known to your department including your location and contact number/name of client. This should be easily accessible by someone in your department (eg electronic calendars).
Attack alarms are available on request from the Health & Safety Team. It is your responsibility to phone in when attending and leaving a site.
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