Wages & Payments

1. The pay month is the calendar month. 2. Wages are paid directly into your bank account by the last Friday of each month. 3. You will receive a payslip directly from Xero showing how the total amount of your pay has been calculated. It will also show the deductions that have been made and the reasons for them, e.g. Income Tax, National Insurance, pension, etc. 4. Any pay queries that you may have should be raised with the Executive Director. 5. If you meet the eligibility criteria set out by the Government for auto-enrolment, the Company will auto-enrol you in the pension scheme with Nest.

If you are eligible for auto-enrolment you will receive a pensions pack to the home address provided when you started employment with us. If you would like to opt-out of the pension, please speak to your Line Manager for more information. You can also visit https://www.nestpensions.org.uk/ to find out more. 6. If you are overpaid for any reason, the total amount of the overpayment will normally be deducted from your next payment but if this would cause hardship, arrangements may be made for the overpayment to be recovered over a longer period. 7. At the end of each tax year, you will be given a form P60 showing you the total pay you have received from us during that year and the amount of deductions for Income Tax and National Insurance. You may also be given a form P11D showing non-salary benefits. You should keep these documents in a safe place as you may need to produce them in your dealings with HM Revenue and Customs and other government departments, or if completing a self-assessment form. 8. We reserve the right to deduct from your pay anything you owe us. This includes, but is not limited to: • Any overpayment we have made to you for any reason. • Any loans we have made to you in connection with your job, like advances on your salary, season ticket loans etc. 9. Shaper/Caper strives to pay to an appropriate level to ensure that it attracts and retains quality staff, while taking account of overall affordability within the resources available. Each year the Board will carry out a pay review and decide on any increases. This will depend on a range of factors, principally: performance, development of skills and experience and cost of living. Any salary increase will be subject to a satisfactory annual performance review and the Executive Team will make a recommendation to the Board. The Executive Team’s annual performance and pay review will be undertaken by the Chair or a board member delegated by the Chair. Final decisions will be communicated to staff verbally by their manager and confirmed in writing. Any pay increase normally will be processed in time for the April payroll run. Any staff member wishing to appeal against the salary review decision may do so, in writing, to the Chair.

Promotion/Acting Up into a more senior role

An individual who is promoted or who is acting up to a more senior role for a temporary period (the period being a minimum of one month) will normally be paid an additional amount appropriate for the role. In all instances the individual will be placed on a salary level which ensures an increase of at least 12.5% of their current salary. The individual will return to their original salary once the period of taking on extra responsibilities has finished, unless this period has covered the normal salary review process in which case they will return to a higher salary on their original band.

Payment for Extra Responsibilities

An individual who is taking on extra responsibilities for a temporary period of time will also be placed on a higher salary within their own salary band to ensure an increase of at least 5 – 10% of their current salary. The formal decision will be taken by the Board, on the basis of advice from the Executive Team.

The individual will return to their original salary once the period of taking on the extra responsibilities has ceased, unless this period has covered the normal salary review process in which case they will return to a higher salary on their original band.

Business Expenses

Shaper/Caper recognises that expenses are incurred in the course of both board members and staff carrying out their work. Expenses must be made claimed by the end of the month following the month in which the expense has incurred and be authorised in advance by your manager. Payment of staff expenses is normally made through the payroll directly into your bank account.

Expenses should be claimed via an Expenses Claim Form and must be authorised by your line manager prior to payment. A receipt and a clear breakdown must accompany all expense forms. This should include a detailed explanation of what the expense claim is for and what project it relates to. Expense claims will be paid within 30 days. If we become aware of false claims at any point, this will lead to disciplinary action, which could lead to you losing your job. Where more than one employee is travelling to the same destination you should use shared transport. Wherever possible, video and telephone conferencing facilities should always be considered as an alternative to travel. To avoid any disputes, we recommend that you agree in advance with your manager what expenses they would be prepared to authorise prior to incurring any expenses. Expense Claim Forms can be found at www.shapercaper.com/backstage (Password: heybeautiful) You may be issued with a Cashplus expenses card. All payments made on this card should be authorised in advance. There should be no cash withdrawls from this card.

We have a Soldo debit card available for pre-approved petty cash purchases. You will be required to sign the card out and back in again and be responsible for any transactions incurred during that timeframe. You must present receipts for all purchases made on the card.

When you are working away from the office, Shaper/Caper offers the following guidelines for your own expenses:

Travel

Travel expenses from home to the Shaper/Caper company base or your normal place of work are not paid. Travel expenses to workshops, dance clubs and rehearsals etc, whilst in Dundee, are not paid.

As a general rule staff are expected to travel by the most economical form of transport available for a particular journey.

• Bus/Train/Tram

After walking or cycling in line with our environmental policy, bus, train or tram are the preferred modes of transport.

• Taxis

Staff should use taxis only where it is impractical to use public transport.

• Car hire

You should always obtain prior approval if you intend to hire a vehicle in the course of your work. Fuel costs for hire cars are reimbursed based on actual cost rather than mileage rates.

• Own car

Where you use your own car you may claim a mileage allowance, which is intended to cover both the costs of fuel and wear and tear. Shaper/

Caper’s mileage allowances operate irrespective of car size. They are reviewed annually in line with HMRC maximum guidelines.

If staff are to use their car for business use they MUST first: • Ensure that their car is insured for business use and provide a copy to the company of their insurance certificate that stipulates this class of travel as being covered. • Provide a copy of their driving licence to the company. • Provide a DVLA access code to allow for endorsements and restrictions to be checked. • Have completed a driver’s information pack

Accommodation & Subsistence Costs

For occasions where you are staying overnight on Shaper/Caper’s behalf:

• Hotels

Staff are encouraged to obtain the most cost-effective accommodation through advance booking (the web usually can offer cost effective deals).

Normally the maximum would be £100 per night but where costs are high (e.g. Aberdeen or London) then this rate may need to be exceeded up to £150 per night.

• Meals

Shaper/Caper will reimburse the cost of meals while you are away from your normal office on Shaper/Caper work. For lunch this would normally be no more than £10; for dinner, the cost of a hotel or equivalent meal while staying away from home overnight, up to a maximum of £25.

• Staying with friends

If you are saving on accommodation by staying with friends, Shaper/Caper allows up to £25 for you to make a gift to your host.

• Subsistence whilst travelling

If you are travelling, you may claim reasonable expenses for refreshments or a snack.

VAT receipts should always be obtained.

International Travel

Should you be required to travel internationally as part of your duties, you may, at the Board’s discretion, be offered a small, one off fee to cover travel time to and from your destination. This fee covers all travel during your trip including to and from the airport from your home and onward to your hotel. Travel to and from the airport should be conducted together as a group in the most cost effective and efficient way and if you decide to opt out of this arrangement, you will bear the costs of these additional expenses. If you have to travel separately due to your commitments with the company, then these additional expenses will be paid. 26

Entertaining guests/hosting meetings

Staff are trusted that when paying for guests/meetings drinks, meals or other forms of entertainment at Shaper/Caper’s expense the level of payment should be appropriate. If the amount is likely to be higher than would be usual, then you should try to obtain advance approval. Expense claim forms must state clearly who was being entertained - name and organisation - and for what reason - for example, membership recruitment, tour booking etc. If a manager feels past levels of expenses spend to be disproportionate, then staff members may be asked to clear all such future expenses in advance.

Gifts and hospitality

It’s important that whilst you are working for us that you act at all times with the highest standards of integrity and honesty in order to avoid any perception or allegations of bribery, compromise or having a conflict of interest. This means that you do not offer, promise, request or accept any cash payments, significant gifts or hospitality to or from any person or organisation that does or seeks to do business with us. However, token gifts and reasonable and proportionate hospitality are acceptable in certain circumstances. All gifts and hospitality need to be recorded with your line manager. We reserve the right to require you to refuse such gifts or hospitality and/or return them.

Any gifts from suppliers should be handled carefully and sensitively. If they are gifts of no real value (under £25, calendars, diaries, chocolates or other perishables) then these can be accepted and thanks given. If they are of a significant value (over £25, e.g. bottle of whisky) then if it can be refused without causing offence this should be done. If this is likely to cause offence these gifts should be accepted and passed to the Executive Team who will record the gift on the ‘Gift Register’ and decide how to use them appropriately (e.g. donate to charity, raffle to support Shaper/Caper, distribute amongst the staff etc.)

Bribery Act

Shaper/Caper follow the six principles of the Bribery Act: proportionality, top level commitment, risk assessment, due diligence, communication and monitoring and review. The Bribery Act prohibits organisations from allowing staff to give someone a financial or other advantage to encourage that person to perform their functions or activities improperly or to reward that person for having already done so, or for staff to accept a financial or other advantage given to encourage them to perform their functions or activities improperly in order to benefit the giver or their organisation.

For the purposes of deciding whether a function or activity has been performed improperly the test of what is expected is a test of what a reasonable person in the UK would expect in relation to the performance of that function or activity.

An area where this may cause staff uncertainty is in regard to offering or accepting hospitality. The Bribery Act states that bona fide hospitality and promotional, or other business expenditure which seeks to improve the image of an organisation, better to present products and services, or establish cordial relations, is recognised as an established and important part of doing business and therefore would in normal circumstances not be seen as a bribe.

Shaper/Caper does not wish to limit reasonable and proportionate hospitality both by and to staff, but where any member of staff is in doubt about offering or accepting specific hospitality in case it falls foul of this policy, they should seek the view and consent of the Executive Team or Chair. Any act by a member of staff that is deemed to fall within the definitions of the Bribery Act will be subject to disciplinary procedures.