New
Index
1. Welcome letter
2. Instruction for entering and leaving the building
3. Employee handbook
4. Vision – Values – Guidelines
5. Code of conduct of the ZwickRoell Group
6. ATOSS – manage your annual leave
7. Vehicle policy
a. Vehicle handover
b. AVIVA new claims notification
c. Drivers form
8. Travel and expenses policy
9. Mobile phone policy
10. Pension guide
ZwickRoell Ltd • Worcester Six Business Park •Clayfield Road • Worcester • WR4 0AE • United Kingdom
Welcome to ZwickRoell Ltd! We are delighted you are joining us Your role is critical in fulfilling the mission of our department and ZwickRoell Ltd.
The enclosed information is designed to serve as an introduction to ZwickRoell Ltd. and provide resources that will help you make a smooth transition into your new role.
We are happy to support your transition, so please don’t hesitate to ask any of us to assist you. We are looking forward to you joining ZwickRoell Ltd.
Sincerely
Maren Sadowski Human Resources
ZwickRoell Ltd.
Worcester Six Business Park • Clayfield Road • Sales: +44 (0)1568 615201
Registered Office:
Worcester Six Business Park •: Clayfield Road • Worcester • WR4 0AE • sales.uk@zwickroell.com
United Kingdom
Ireland: sales.ie@zwickroell.com
Worcester • WR4 0AE • UK
Registered number 1432602 www.zwickroell.com
Service: +44 (0)1568 613516
Hotline: +44 (0)1568 613516 UK: service.uk@zwickroell.com
VAT Number GB 314 3100 23
EORI: GB 314 3100 23 000 Ireland: service.ie@zwickroell.com
VAT Number: IE 9950840B
Northern Ireland EORI: XI314310023000
Instruc�ons for Entering and Leaving the building.
You can only disable the alarm if you have the black alarm token in addi�on to the grey access card.
On entry to the building
Access the building via the main doors using the grey access card, the alarm warning tone is heard. Locate the alarm control panel which is on the right side of recep�on just past the emergency equipment on the narrow wall facing out of the building.
Use the black teardrop shaped wafer token to briefly touch the radar symbol as indicated in the photograph. You will here a couple of beeps as you walk away from the panel, do not be alarmed �
, this is normal.
Log in to the registra�on portal by touching the grey card on to the card reader below the screen.
On leaving the building
Please check you are the last person in the building, this includes checking for Engineers who may be loading / unloading in the technical store.
As you touch out on the registra�on portal look for the count in the red circles indica�on how many people in each category are le� in the building, the numbers are very small.
Please note :-
People do forget to log in or out but it is a good indica�on that someone may be in the building It is very important that that everyone Logs in and out via the registra�on system portal, no mater how short the visit by touching the grey card on to the card reader.
When you are sure the building is empty hold the black token against the alarm pad symbol for approximately 5 seconds, the alarm will start to warble this is the ini�alisa�on of the alarm se�ng process. Exit the building is normal the main doors will close behind you and the alarm will be set.
Notes:-
• If need an alarm token please let your manager / supervisor know.
• If you are issued with a token please make yourself aware of the loca�on of the control panel. (for service engineer use there is a duplicate panel to the right of the up and over door in the technical store).
• If as a service engineer you access the technical store in a morning before the normal office start �me please leave the alarm unset when you leave as it minimises the risk of se�ng the alarm with someone in the building who may have arrived while you were loading unloading.
29/11/2023
VISION - VALUES - GUIDELINES
Intelligent Testing
Dear Colleagues,
We strive to continuously review our vision, our values, and our guiding principles to ensure that they reflect the objectives we have set for our company. During 2015 we took time to make some revisions.
However, as you would expect, the key principles of how we work together will remain the same:
We are always open to change and passionate about everything we do!
This brochure is just for you. The objective is to further develop our vision, our values, and our guiding principles. What we have outlined here should be reflected in our daily interactions with our customers, and is not intended for distribution to our customers.
To confirm our vision, shared values, and guiding principles, and especially ZwickRoell Premium, we will discuss them with you in greater detail during upcoming workshops.
We are a successful company – also because of our values! I ask you to join me in implementing them in your daily work with colleagues and customers. I wish all of us lots of success.
Kind regards,
Klaus Cierocki Chief Excecutive Officer, ZwickRoell SE
January 2024
Our vision, our values, our guiding principles
Our vision, describing the long-term perspective of our company:
We achieve worldwide growth and profitability through passionate customer focus.
Our shared values, guiding us in our collaboration and behavior: We are always open to change. We are passionate about everything we do.
Our guiding principles, helping us to achieve our vision step by step:
1. Passionate customer focus is the foundation of our success.
2. With ZwickRoell Premium we continuously set the standard in our market.
3. Trusting relationships rely on openness and accountability.
Passionate customer focus is the foundation of our success.
What does this mean?
Passionate customer focus is the foundation of our interactions – with each other and with our customers. We inspire our customers and exceed their expectations by offering products and services with the greatest customer value possible and by communicating openly. Our customers can always count on us. How do we apply this?
To convince our customers of our quality and competence, we offer customized, innovative solutions that continuously bring our customers the greatest value possible. Our customers trust us because we are flexible, open and transparent with our communication and we always keep our word. We meet our customers‘ needs by offering high-quality, innovative products, as well as excellent consultation and service throughout the entire product life cycle.
What can I do?
I inspire my customers in everything I do. I study my customers‘ requirements in detail and find out what they expect and I always try to exceed those expectations. In addition, our transparent and honest internal communication keeps me fully informed about the company’s objectives. I understand the requirements of my department and the tasks for which I am responsible, performing these with the highest level of competence, openness, passion, and professionalism. This is my contribution to the company’s success. I see change as an opportunity to improve and actively drive these changes so that our products and services are even better aligned to our customers’ present and future needs.
With ZwickRoell Premium we continuously set the standard in our market.
What does this mean?
Our customers experience ZwickRoell Premium every time they interact with us. They can count on the superior quality of our consultation, products, service, and documentation.
How do we apply this?
We integrate ZwickRoell Premium in our daily work. Our structures and processes are efficient, standardized, transparent and error-free. This is the foundation for the successful application of ZwickRoell Premium in all departments. We make sure we understand our customers‘ needs and offer the most appropriate and competent consultation. Our products meet the highest demands. They are state of the art, durable, and guaranteed to give reliable test results over the complete product life cycle. We continuously find new ways to give our customers better and faster service combined with excellent documentation. This helps us to create sustainable long-term relationships with our customers. In short: We keep our promises.
What
can I do?
I am responsible for ZwickRoell Premium, along with all of my colleagues. I gladly assume this responsibility. I work efficiently and do everything I can to prevent mistakes. If mistakes occur, I handle them with openness and objectivity to find a solution.
Trusting relationships rely on openness and accountability.
What does this mean?
We can rely on the competence and accountability of our colleagues. Our managers ensure efficiency by employing entrepreneurship and quick decision-making processes. We create and have trust in our relationships both within our own organization and also with our partners, customers, and suppliers. How do we apply this?
Through openness with each other we create a trusting and honest foundation for our daily interaction. This enables us to resolve conflicts, whether within a team or with our managers, in an objective and solution-oriented way, and use these conflicts constructively to create new approaches and develop new ideas. We are willing to accept change and transform common objectives into successes.
What can I do?
I respect the performance and the tasks of my colleagues, customers, and partners. They can always rely on me. The highest degree of competence and enthusiasm for my individual tasks make it easy for me to question established ways. I actively drive new solutions in my team. I take full responsibility for my professional and personal development and implement what I have learned in my daily work.
A customer is the most important visitor on our premises. He is not dependent on us. We are dependent on him. He is not an interruption in our work. He is the purpose of it. He is not an outsider on our business. He is part of it. We are not doing him a favor by serving him. He is doing us a favor by giving us an opportunity to do so.
ZwickRoell SE
August-Nagel-Str. 11
89079 Ulm, Germany
Phone +49 7305 10-0
Fax +49 7305 10-11200
Web www.zwickroell.com
Email info@zwickroell.com
Mahatma Gandhi “
Code of Conduct
Dear Employees and Management,
Dear Sales and Service Partners,
When Jacob Amsler, Paul Roell and the brothers Zwick built the first testing machines, the requirements set forth on a business entity were completely different. More than 160 years later, ZwickRoell is still one of the worldwide leading manufacturers of testing machines.
A look back at our company history shows that regardless of economic crises, changes in technology, and increasing competition, we always persevered. Every new generation at ZwickRoell took on the challenges of their time, while remaining true to our fundamental company values.
So, what challenges do we face today? Industry 4.0, evolving customer needs and requirements, climate change or pandemics—since the founding of our company, our environment has continuously changed. The economy has become more global and test requirements have become far more diverse and demanding. As technology demands increase, expectations in terms of our conduct as a responsible entity also continue to develop. Our conviction however remains unchanged: integrity and responsible conduct are important to us. They are the basis for our actions and the foundation of our economic success.
These guidelines provide all of us with direction in everyday life and in critical situations and help us make the right decisions. As an employee or sales and service partner of the ZwickRoell Group, you play a crucial role in the success of our company. Responsible conduct is the foundation for long term economic success. Together, let us take on this responsibility for the future of the ZwickRoell Group.
June 2021
Klaus Cierocki
Christine Dübler
Chief Excecutive Officer Chief Sales & Service Officer
CEO ZwickRoell AG CSO ZwickRoell AG
Roland Eisenlauer
Chief Technology Officer
CTO ZwickRoell AG
Intelligent Testing
1. Our main principle
We comply with the law.
All employees and managers as well as all sales and service partners of the ZwickRoell Group are responsible to comply with the applicable laws and internal guidelines and observe all regulations within their area of responsibility. We are convinced that beside our technical and commercial knowledge and understanding, compliant behavior is essential for all our actions. This is the only way we can successfully assert ourselves in the market.
Law abiding behavior protects every individual as well as the company as a whole, as unlawful conduct can lead to criminal prosecution, damages, loss of contracts, in addition to serious damage to the reputation of both the employee and the company.
Management is responsible to ensure that applicable legal requirements and internal guidelines are understood and observed within their area of responsibility. We expect that all employees refer to their supervisors to obtain all necessary information on these requirements, and that they adhere to them.
In the course of operations for the ZwickRoell Group, we will use our code of conduct as the foundation for our actions, with the expectation that not only we, but also our business partners observe its principles. In the event of violations against our code of conduct, we will immediately address this with our business partner. Some of the regulations on the global marketplace continue to be insufficient (child labor, degrading working conditions, lacking protection for the environment and natural resources, etc.). We support the ongoing development of better conditions and overtly try to exclude unacceptable conduct, or any conduct that goes against our company guidelines.
Intelligent Testing
2. Fairness with employees and business partners
We work together in partnership and fairness.
In collaboration with our employees and business partners, we rely on a working relationship based on trust. We respect each person as an individual and interact with courtesy and respect. We are committed to diversity and tolerance. By being open-minded, independent and self-motivated, and making decisions that are reasonable and justifiable, we are able to achieve transparency, acceptance and trust. Applicable human rights regulations are an integral part of our operations and corporate responsibility.
We respect each other‘s efforts and accomplishments and resolve conflicts objectively and constructively. We treat our co-workers and employees with fairness and respect. Any form of harassment or discrimination will be met with resolute opposition; this type of behavior is not tolerated within the ZwickRoell Group.
We stand up for fundamental rights and principles at work. This particularly includes but is not limited to the prevention of discrimination in the course of the hiring process and during employment, and the rejection of forced labor and child labor.
A healthy balance of family life and career is an essential cornerstone for the success of our employees. We always aim to find an appropriate balance between the economic interests of the ZwickRoell Group and the private interests of our employees.
We strive to build and maintain long term relationships with our business partners, where mutual trust and concern are essential prerequisites. In close cooperation, we are able to develop and optimize our products and services, with the goal of achieving the highest possible availability and quality of our testing systems and maximum reliability of test results. We always advise our customers with the objective of finding the perfect solution for their testing challenges. Cooperative relationships in research and development help us work together with our customers to assure mutual long term success.
Intelligent Testing
3. Prohibition of bribery, corruption and money laundering
We stand for free and fair competition.
Our vision is to achieve growth and profitability through a passionate commitment to our customers. We want to convince our customers of the quality of our products, our expertise, our innovation, and reliability. A prerequisite for this is free and fair competition. We are committed to comply with competition and anti-trust laws.
We therefore reject any form of price agreements or the allocation of production and sales quotas just as resolutely as any other anticompetitive practices. The exchange of confidential information including pricing, margins, conditions, customers, product development or capacity is prohibited.
We do not accept any type of bribery and will not tolerate corrupt behavior or behavior that could lead to suspicions of improper influence. Within the ZwickRoell Group, the knowledge of any such type of issue will be addressed and corrected immediately, which may include criminal charges and consequences under civil or labor law.
We do not accept personal benefits from third parties, nor do we offer benefits to influence the decisions of third parties. Accepting or extending gifts, invitations and any other benefits must follow compliance with our internal rules and guidelines. In dealing with officials, authorities both domestically and abroad, as well as any public institutions, we strictly comply with legal requirements.
Within the framework of our business relationship, we verify the identity of our customers, suppliers, and any other business partners, and seek to ensure that their business operations adhere to legal requirements and that funds are of legitimate origin. This way we can prevent any type of money laundering. In all our international dealings we follow the applicable import and export regulations. We observe applicable foreign trade regulations, as well as economic embargoes and make sure that our end customer is not subject to an embargo. In addition, we consult with our business partners regarding any regulations to be observed in their respective regions.
Intelligent Testing
4. Prevention of conflicts of interest
We avoid anything that may negatively affect the interests of our company and our business partners.
We select suppliers and service providers based on objective criteria such as expertise, dependability, availability, and cost-performance ratio. Business decisions may not be influenced by personal interest or relationships. We separate private concerns from professional matters when fulfilling our duties for the ZwickRoell Group.
Through transparent and clear communication and documentation of business operations, we ensure reasonable and justifiable decisions and actions.
This gives us the ability to ensure compliant, proper, and ethical business practices. In all business processes, we expect our employees and managers to proceed with a high degree of diligence, and compliance with applicable rules.
We do not exploit our position within ZwickRoell for personal gain. Company resources are used solely and specifically for business purposes. We provide information on secondary employment according to required procedure and obtain necessary consent where applicable.
Intelligent Testing
5. Protection of business property and business secrets
We protect our business property as well as third-party property.
For us, protecting ZwickRoell property is a matter of course. This includes operating facilities as well as operating resources and equipment and other company property. All employees make a commitment to handle operating equipment and other company property with care, and to only use these within the framework of jobs and tasks carried out for the ZwickRoell Group. Improper, non-permitted or incorrect use or theft of such property is detrimental to the company and may be reported on an individual basis.
Protection of company property also includes intangible and intellectual property, some of which is covered by commercial property rights.
Non-protected innovations, new products and other information including company strategies, current sales figures and planning are company trade secrets that must be handled with confidentiality and may not be shared with third parties. By keeping operation-related information private, we secure our competitive position.
In cooperation with our business partners, we ensure that our partners’ trade secrets are also observed according to agreement. This particularly applies to confidential customer documents needed to fulfill the specifications of a customer order. Our employees are obligated to consistently adhere to non-disclosure agreements.
Intelligent Testing
6. Data privacy and IT security
We handle data responsibly.
We protect and respect the privacy of every individual. This applies to all those who work for the ZwickRoell Group, as well as customers, suppliers, and other business partners. We also preserve the necessary security when processing data, in particular personal data.
We collect, process, and use personal data entrusted to the ZwickRoell Group within the extent permitted by law and additionally adhere to our internal guidelines. Personal data is only used for clearly established, legal and transparent purposes. We securely store information entrusted to us, we ensure data integrity and implement security measures to prevent unauthorized access by third parties.
We continuously update and improve our IT security measures in accordance with the latest technology. All employees are obligated to stay informed about applicable security measures and internal requirements and adhere to these and apply them as necessary. In support, we provide our employees with corresponding security training. Any technical failure or personal misconduct, for example triggered by phishing attacks are to be reported to a supervisor, the data protection officer, or the IT security officer immediately.
Intelligent Testing
7. Environmental protection, work, health and product safety
We avoid hazards to people and the environment.
For us, compliance with legal requirements for the protection of people and the environment is a matter of course. Our commercial use of land, air and water is in accordance with the law and other governmental regulations and guidelines; we keep necessary emissions to a minimum. Internal guidelines substantiate the legal requirements.
In the event of grievances, the responsible safety officer or supervisor must be informed immediately. Just as we do within our own company, we also look for safety gaps at the customer site when using our machines, and resolutely notify them customer.
Together, we work to provide a safe work environment with the objective of keeping health hazards to a minimum. Our highest priority is safety in the workplace during the production and use of our products. is of the highest priority. Therefore, we ensure safe and sanitary working conditions that comply with the applicable legal requirements in occupational health and safety. Every employee is asked to be alert and use the available safety equipment.
Through constant product quality control, we want to recognize any defects or deficiencies in the operation ofr our machines early, and remedy them promptly. Compromises at the expense of product safety are unacceptable.
Intelligent Testing
8. Sustainability / social responsibility
We operate with sustainability for the future of our children.
It is our intention to actively contribute to providing a healthy and livable environment for future generations. We are therefore dedicated to harmonizing corporate success with environmental protection and social responsibility.
Our goal is to take responsibility for every aspect of our products and processes, and to use natural resources responsibly through targeted planning and action. This means using raw materials sparingly and utilizing residual materials in the best way possible. We therefore strive to reduce the environmental impact of our products through the whole life cycle starting from the development and continuing in the optimization stages.
For us, our technical and business expertise is also linked with the responsibility to work for the benefit of people, to engage socially, and to make a positive and sustainable contribution to an innovative and environmentally friendly future. We support various social organizations and projects through donations and active involvement. We offset the company’s CO2 footprint of our production site in Ulm by purchasing high-quality climate protection certificates from a partner’s project portfolio.
9. Contact
If you have any questions about the code of conduct, please contact your supervisor or our compliance officer at compliance@zwickroell.com.
ZwickRoell – Staff Center
Author
1.2 Change the language
First, you need to change the Staff Center language from German to English. You only need to do this once, right after your first login. In the future, you won’t have to change the language again.
Afterwards, you will be automatically redirected to the English version.
Step 1:
Step 2:
1.3 My Presence
1. Here you can make time corrections or entries.
In the view that opens, you can click on the date field to bring up the calendar and select the day you want to edit.
You can then use the “+” symbol to enter the times.
Under the “Type” tab, you can distinguish between attendance and break, allowing you to log breaks taken.
After confirming, you receive an overview of the entered times and can add a comment if needed
It is also possible to correct or delete existing times by clicking on the booked time and adjusting it
Finally, the time correction can be submitted.
1. By selecting “Request vacation” you can choose between full-day Annual leave and Annual Leave half-day
Then, select the time period and submit the vacation request. The system shows how many days have been taken and how much entitlement remains
2. For flexitime requests, you also choose between a half or full day.
Similar to vacation, the date is selected and the time taken is displayed
3. For business trip it is the same. You also choose between a half or full day.
You can also select a date, but you must add a comment. Without a comment, you cannot submit a business trip request.
1.5 My Overviews
1. Under the “Your own requests” tab, you get a complete overview of all requests you have submitted. Each request displays its current status. Requests that are don’t approved yet can still be edited or withdrawn if necessary. Even approved requests can be withdrawn afterward: Click the respective request and select “Withdraw.” This automatically creates a withdrawal request that must first be approved by your manager.
Approved Annual leave -> withdraw
Requested Annual leave -> withdraw
Requested Annual leave -> change
To request a change, you must first change the date so that the button becomes clickable.
2. The graphical working time overview displays worked hours, and clicking a day or bar allows you to make changes
Important! If you want to edit June 18 in this example and click on the bar and select Change attendance time, you will not be taken directly to June 18, but to the current date, and you will have to select the desired date again
3. The annual calendar shows all recorded absences (with their status), requests submitted, weekends, and allows you to submit new requests.
4. By selecting the monthly overview, you can display a monthly overview of the current month or previous months (change date).
5. Also the warning list, where you can also specify the number of days.
6. Also the absence calendar, which has 12 months stored by default.
Vehicle policy
To provide clear guidelines for the selection, allocation and use of company vehicles.
Company responsibilities
ZwickRoell Ltd may assign Company vehicles to eligible employees via the Company Vehicle Program. The Company has the sole right to determine eligibility for participation in the Company Vehicle Program, the type and class of vehicle supplied
1. The Company Vehicle Program covers a Company vehicle assigned to a given employee for the purpose of conducting authorised company business and authorised personal use where practical
The Company Car Program does not include specialised work vehicles.
2. ZwickRoell Ltd. commits to provide a fully maintained vehicle suitable for the type of work envisaged.
3. To ensure that the vehicle is fully maintained and compliant with UK law including being taxed, insured and MOT tested (where applicable).
Car Allowance
At the company’s discretion, employees may be given the choice of receiving a monthly allowance in lieu of a company car. Where this is authorised, the allowance will be paid along with their monthly salary, after deduction of income tax and national insurance contributions. Specific details will be outlined in the contract of employment.
It will be the responsibility of the employee to ensure that a suitable vehicle is always available for work use and to bear the expenses of taxing, insuring, repairing and maintaining the vehicle The employee must maintain a vehicle insurance with business use. The company reserves the right to check this information at any time. If the employee loses their driving licence, they will no longer be entitled to the monetary allowance.
Cost Reimbursements by the Company are covered under our expenses policy.
Employees responsibilities
1. Employees must at all times hold a valid driver's license that is not revoked or suspended in any state. As a condition of participation in the Company Vehicle Program, employees are required to authorise the Company to check their driving records at any time. Such checks to be performed in accordance with UK Law’s including data protection with the DVLA / DSA.
ZwickRoell Ltd.
Southern Avenue • Leominster •
Herefordshire HR6 0QH • United Kingdom
www.zwickroell.com
Hotline: +44 (0)1568 613516
Sales: +44 (0)1568 615201
UK: sales.uk@zwickroell.com
Ireland: sales.ie@zwickroell.com
Service: +44 (0)1568 613516
UK: service.uk@zwickroell.com
Ireland: service.ie@zwickroell.com
Registered Office:
Southern Avenue • Leominster
Herefordshire HR6 0QH
Registered number 1432602
VAT Number GB 314 3100 23
EORI: GB 314 3100 23 000
VAT Number: IE 9950840B
2. As per the BVRLA (British Vehicle Rental and Leasing Association) guidelines and the Highway Code, employees should not drive for more than two hours without taking a break. In addition, if they feel sleepy or unwell whilst driving, employees must stop at the nearest available safe place and take a break from driving. Playing loud music, opening a window or drinking coffee is NOT a suitable alternative as this will NOT keep one safe. Employees must not, under any circumstance, drive whilst unfit to do so.
3. Employees are liable for all taxation in relation to private use of company vehicles as dictated by UK law.
4. Employees are required to keep vehicles clean and in good condition, and immediately report any damage however caused.
5. Employees are required to schedule routine servicing in accordance with the vehicle maintenance schedule.
6. Employees are required to ensure that the vehicle is road legal for example monitoring tyre wear and the condition of lights, windscreen wipers etc.
7. Employees are responsible under UK Law for traffic offences including (but not limited to) speeding fines, parking fines, toll and congestion charges (parking, toll and congestion charges incurred during business use will be reimbursed via expenses). Penalty charges incurred by late payment of fines, toll and congestion charges are the responsibility of the employee. All employees (including spouses if applicable) are responsible for informing ZRUK about any incidents involving the company vehicle (or private vehicle if you are covered by ZRUK insurance), convictions and driving penalties throughout the year.
8. The Company strictly prohibits any modification to the vehicle not approved in writing by ZwickRoell Ltd or the vehicle Lease Company (as applicable).
9. Employees must adhere to the insurance rules and regulations as detailed on the insurance certificate. A copy of the insurance certificate will be issued each company vehicle driver upon renewal and further copies are available upon request. A copy of the insurance certificate should be kept in the vehicle at all times.
10. The company vehicle may be used by the spouse/cohabitant1 without the presence of the employee outside normal working hours (e.g., on the weekend, during holidays) provided a separate written agreement has been made. If your spouse/cohabitant is involved in an accident where a claim on company insurance is required, the spouse/cohabitant will be liable to pay the initial £1,000.00 excess.
11. The employee must always be certain that the spouse/cohabitant1 has a valid driver’s license and that they are fit to operate a vehicle before a vehicle is provided. Copies of the spouse /cohabitant driving license must be provided to the company.
12. Valuables (mobile phones, tablet and any other devises etc.) must be put away and out of sight if left in the vehicle upon briefly leaving the vehicle. When parking the vehicle at night or for a longer period of time, the above-mentioned devises must not be left in the company vehicle.
13. There will be no liability for any loss of private valuables due to a theft/break-in.
14. The company supplied vehicle has one purpose, which is to support the employee in doing their daily business, therefore private use of a company vehicle (if authorised) is only an option and is subject to relevant legislation and HMRC rules.
Mobile Phones
Drivers should concentrate on driving and avoid all distractions. Answering and making outgoing telephone calls, sending text messages or faxes, accessing the internet, etc. are all distractions and in certain circumstances could amount to an offence of driving without care and attention or even dangerous driving.
It is a criminal offence to hold and use a hand-held mobile telephone or similar device that can send or receive data while driving including smart watches. For ease, the definition of “use” can be deemed but not limited to:
• illuminating the screen
• checking the time
• checking notifications
• unlocking the device
• making, receiving, or rejecting a telephone or internet-based call
• sending, receiving or uploading a photo or video
• utilising camera, video or sound recording
• drafting any text
• accessing any stored data such as documents, books, audio files, photos, videos, films, playlists, notes or messages
• accessing an app
• accessing the internet
The relevant regulations permit use of hand-held mobile telephones while driving only in an emergency or when safely parked.
Any mobile telephone that is or must be held at any time while in use is deemed as a hand-held telephone. Hands-free devices may be used as long as you do not handle them at any point while using them and they are not a distraction. Hands- free access entails, for example using:
• a Bluetooth headset
• a dashboard holder or mat
• a windscreen mount (The device must not block your view of the road and traffic ahead)
• a built-in satellite navigation system
• a built-in voice command in the vehicle
The device must not block your view of the road and the traffic ahead. (Two-way radios are not handheld instruments and are exempt from the Regulations.)
All hand-held mobile telephones should be switched off until you reach your destination or have stopped in a safe place.
The employee must return the company vehicle
1. On the last working day in connection with the termination of the employment relationship.
2. If the employment relationship is suspended without payment of remuneration with the exception of maternity leave or legal parental leave provided this exceeds the period of three months.
3. In the case of paid work release in the context of a so-called sabbatical of over 3 months
4. In the case of a period of illness of more than 52 weeks.
5. On suspension of the driver's license for a period of more than 3 months
6. If there is no longer a business necessity for the vehicle such as a job role change
There will be no right to financial compensation for the return of the company vehicle.
Vehicle selection*
The vehicle supplied will be task appropriate and can / will be replaced if the employee’s role changes during the vehicle lease / hire term
Group Employees
Group 1
Managing Director
Group 2 Management
Group 3
Group 4
Group 5
For example: Sales personnel in the field
For example: Service engineers in the field
Minimum requirements for all vehicles
Satellite navigation
Climate control
Blue tooth (hands free) phone connection
Air bags front and passenger
Group 1 - Directors
Vehicle selection as agreed with Managing Director
Group 2 - Management team
Vehicle selection as agreed with Managing Director
Group 3
Empty
Group 4 - Area Sales Managers
Vehicle selection as agreed with Managing Director and may include the following vehicle types as an example,
Skoda Superb saloon (4 door) or Estate (5 door) currently SEL spec (subject to change by vehicle manufacturer) or similar.
Skoda Octavia (5 door) in white currently SEL spec (subject to change by vehicle manufacturer) or similar,
Group 4 - Service Engineers
Task specific as agreed with line manager in order of preference.
Long wheel base medium sized van for example VW Caddy Maxi van Ford Transit connect spec (subject to change by vehicle manufacturer) or similar, with steel bulkhead
Skoda Octavia (5 door) in white currently SEL spec (subject to change by vehicle manufacturer) or similar,
Conditions
The company reserves the right at any time to require an employee to return a company vehicle, to vary the conditions set out in this policy, or to withdraw or change the type of vehicle allocated to an employee. Such variation of conditions will on every occasion be notified to the employee writing.
If an employee contravenes any of these rules specified in this policy, without a reasonable explanation being established, their vehicle may be withdrawn, and they may also be liable to serious disciplinary action up to and including dismissal.
If an employee fails to comply with the above terms and conditions, without a satisfactory reason, then they may be liable to disciplinary action and in addition, the withdrawal of the company vehicle.
1 spouse/cohabitant - Cohabitation is an arrangement where two people who are not married live together without formally registering their relation as a marriage.
• Changes in the availability and specification of individual vehicle types are outside of the companies control and therefore may result in other makes or models being sourced
Vehicle handover document
Issued vehicle
Registration number Make
Model
Mileage
Condition (list any known defects)
Returned vehicle (if applicable)
Registration number Make
Model
Mileage Condition (list any known defects)
Driver’s name in print
Driver’s signature
Vehicle Handover Document completed on Date: Signature: Ian Woodham
This form must be completed at point of issue of a vehicle, it is required for HMRC tax purposes. Scan the completed form and email copies to Blanka Lyskova, Maren Sadowski and Ian Woodham
ZwickRoell Ltd.
Worcester Six Business Park • Clayfield Road • Sales: +44 (0)1568 615201 Worcester Six Business Park • Clayfield Road • Worcester • WR4 0AE • sales.uk@zwickroell.com
United Kingdom Ireland: sales.ie@zwickroell.com
www.zwickroell.com
Service: +44 (0)1568 613516
Hotline: +44 (0)1568 613516 UK: service.uk@zwickroell.com
Ireland: service.ie@zwickroell.com
Worcester • WR4 0AE • UK
New Claims Notification
Policy Holder information
Name & Contact number: Alex Champ Zwick Testing Machines Limited 01568 615201
VAT Registered? Y
Driver Information
Driver Name & contact number :
Driver date of birth:
Incident circumstances
Date & Time:
Incident location: Circumstances:
Does the driver accept fault : Police details (if applicable):
Vehicle information
Reg no:
Make / model:
Area & extent of damage
Do you wish to claim?
Witness details Name Address:
Tel no:
Are they independent?
Sketch of Incident/Further Info
ADDITIONAL DRIVER FORM
Details of driver to be included under Policy Number
Driver's full name:
State whether MALE or FEMALE:
Relationship to Policy Holder:
Date of birth:
Occupation: Full time: Part time:
Employers business: Full time: Part time:
Type of driving licence held. If not UK licence state where obtained:
Number of years licence held:
Will the driver use the vehicle covered by the above policy for:
Will the driver be a main user?:
Has the driver been resident in the UK for the past 3 years?:
Does the driver own a vehicle?:
1. Commuting? (Yes or No)
2. Business purposes? (Yes or No)
3. The selling of goods or services? (Yes or No)
(Yes or No)
(Yes or No)
(Yes or No)
Has the driver use of any other vehicle?: (Yes or No)
Has the driver ever been refused insurance or had their policy cancelled:
(Yes or No)
Has the driver been involved in any accidents, regardless of who was at fault, or made any motor insurance claim, including thefts, within the past 5 years? If "Yes" please give details below: (Yes or No)
Has the driver been convicted of any motoring offence within the past 5 years, or have any prosecutions pending? If "Yes", give details below:
Any disqualification in past 10 Years? If "Yes", give details below (Yes or No)
Does the driver suffer from any physical or mental disability, illness or medical condition? If "Yes", give details below: (Yes or No)
ACCIDENTS:
Brief details:
Costs:
CONVICTIONS:
Offence code(s):
Length of any disqualification(s):
DISABILITIES:
Nature of disability:
Date of incident(s0:
Date of conviction(s):
Number of points given:
Amount of any fines:
Is the DVLA aware of the condition?: I declare that to the best of my belief, the information I have given is true and complete.
Date:
Driver's signature:
ZwickRoell Ltd • Worcester Six Business Park • Clayfield Road • Worcester • WR4 0AE • United Kingdom
Date updated: 18th September 2024
Travel and expenses policy
HMRC issue very clear guidelines of allowable expenses and these must be followed to the letter. This is to say that all expenses paid to an employee without the deduction of tax must have been incurred “wholly, necessarily and exclusively” in the performance of your work for ZwickRoell Ltd. (ZRUK). So, all business mileage must be recorded accurately in serviceXpert and can be inspected by HMRC, ZRUK auditors and ZRUK at any time. If an employee is found overclaiming business mileage, an adjustment will be made to the employee’s BIK (Benefit in Kind), this will increase employee’s tax liability and have further cost implications to ZRUK Class 1A NI contributions.
Any proven transgressions will lead to disciplinary action.
All expenses must be supported by a VAT receipt, no VAT receipt = no claim. Any company credit card expenses which are not supported by a VAT receipt will be deducted from your cash claims. We must have proof that every transaction is a legitimate company expense.
A CREDIT CARD PAYMENT SLIP IS NOT ACCEPTABLE
For Technician posts:
You will be issued with an expense float up to £500.00 (or €600.00) to cover your business expenses. All expenses paid for using the float, must be supported by a VAT receipt and included in your monthly expenses submission to the finance department.
A company credit card will be issued after passing probation period
The Expenses float must be repaid back to the company in full via bank transfer within 30 days of receiving your company credit card. Failure to do so we reserve the right to make a deduction from your net wages of the full amount of your expenses float.
1) Submission of cash expense claim forms and company credit card reconciliation:
• Your company credit card statement is available for download from the HSBC MiVision portal.
• The cash expense claims and company credit card reconciliation should be submitted in full (expenses report and all receipts) to the Finance Department by the 10th day following the month concerned (e.g. for January 2023, are submitted on 10th February 2023)
• ALL CASH CLAIMS AND CREDIT CARD RECONCILIATIONS MUST BE COMPILED IN DATE ORDER (TRANSACTION DATE) AND THE VAT RECEIPTS MUST BE ATTACHED IN PDF FILE IN THE SAME ORDER AS THEY ARE LISTED ON YOUR EXPENSES SHEET.
• Don’t USE THE COMPANY’S CREDIT CARD FOR PERSONAL EXPENDITURE.
ZwickRoell Ltd.
Worcester Six Business Park • Clayfield Road • Sales: +44 (0)1568 615201
Registered Office:
Worcester Six Business Park •: Clayfield Road • Worcester • WR4 0AE • sales.uk@zwickroell.com
United Kingdom
Ireland: sales.ie@zwickroell.com
Worcester • WR4 0AE • UK
Registered number 1432602 www.zwickroell.com
Service: +44 (0)1568 613516
Hotline: +44 (0)1568 613516 UK: service.uk@zwickroell.com
VAT Number GB 314 3100 23
EORI: GB 314 3100 23 000 Ireland: service.ie@zwickroell.com
VAT Number: IE 9950840B
Northern Ireland EORI: XI314310023000
1
• If expenses and receipts are submitted after 10th day of each month, or there are VAT receipts missing, your cash expenses won’t get reimbursed the same month and the facility to use a company credit card will be reviewed. A clear photo taken of a VAT receipt on your mobile phone, is sufficient evidence for HMRC purposes.
• Claim forms should be submitted and authorized no more than three months after incurring costs. ZwickRoell Ltd. reserves the right not to pay such claims unless there are exceptional or extenuating circumstances.
2) Car related expenses:
a) Fuel:
A mileage log must be kept in serviceXpert and may be inspected on occasion by senior management, the company auditors or by HMRC inspectors. Your manager can request a photo of your odometer reading at any time.
The mileage log must be accurate. The Finance Department will spot check that the business miles claimed equates to the journey stated on the expense form.
Please be aware that if an employee is found overclaiming business mileage, an adjustment will be required to the employee’s BIK and fuel benefit will be charged for the full tax year.
Private usage of company car will be charged using HMRC fuel advisory rates published on gov.uk website or an equivalent set by the Irish Revenue. Advisory fuel rates - GOV.UK (www.gov.uk)
The same rates will be used for vans with an additional 20% charge
The detail of the business journey on the expense claim form needs to take the following format:
• Start place of journey (e.g. home or hotel)
• Destination (i.e. place of work)
• NAME OF CUSTOMER
• Finish place (i.e. home or hotel)
If you have taken any diversions, then please state this on the form so we can reasonably account for any excess mileage.
Business mileage must be recorded for all vehicles including personal vehicles courtesy and hire cars.
b) Business use of a private vehicle (not leased or owned by ZRUK) for employees who receive car allowance will be reimbursed at HMR&C Advisory Fuel Rate or an equivalent set by the Irish Revenue. Travel from your home to your normal place of work cannot be claimed as business mileage.
c) Car Repairs and servicing: please refer to our vehicle policy.
d) Road tolls incurred on business trips will be reimbursed through expenses, VAT receipts must be provided.
e) Vehicle exterior cleaning will be reimbursed up to £20 per month through expenses, VAT receipts must be provided.
3) Transport
a) Car hire should be booked centrally in advance by the office. Where it is not practical the most economical vehicle of suitable mid-size should be hired (Golf - size). Use Enterprise Rent a Car if possible.
Car Hire on business trip: hired cars are for business purposes only. For any private use you must have the approval of your manager prior to private use. We reserve the right to ask you for details.
b) Ferries, flights and train travel should be booked centrally and will be economy class. Unless for the purposes of an efficient / sound business reason this is not appropriate. In such cases any highergrade transport must be agreed in advance by a company director.
4) Accommodation and food
a) Lunch allowance (daily allowance):
Where an employee is working away from their usual place of work, a lunch allowance of £5.00 or €6.76 for Irish employees can be claimed Managers are not entitled to claim lunch allowance (daily allowance), excludes Deputy-Managers.
You must not claim if lunch is provided by ZwickRoell, whether it be in Ulm, Indentec or elsewhere. Doing so are proven transgressions and will lead to disciplinary action.
b) Evening meal spend:
Where an employee is staying away from home or will not be returning home until after 9.30 pm, evening meal expenditure up to a maximum value of £22.00 incl. VAT or €30 can be spent. This must be supported by a VAT receipt/invoice and listed on your expenses form.
You can only claim for your own meal, please do not pay for your colleague’s meal too.
c) Overnight accommodation including breakfast: Hotel bookings preferable should be with Travelodge and Holiday Inn Express which should be used in the first instance. Either must be stayed in, unless agreed due to exceptional circumstances by your manager prior to your stay
For all employees, no more than £80 incl. VAT or €90 may be spent on overnight accommodation including breakfast.
PLEASE STATE CLEARLY THE NAME OF THE HOTEL ON YOUR EXPENSES FORM e.g. Travelodge, Bristol
d)
Excess expenditure over set limits
Any expenditure over the set limits will be deducted from cash claims unless overspend has been approved by senior management.
Any other expenditure incurred which is strictly a legitimate business expense MUST be supported by a VAT invoice/receipt.
e) Entertaining; it is not the policy of ZwickRoell Ltd. to entertain customers or suppliers and therefore all entertainment expenses must be authorised by the relevant member of the management team. Where this entertainment is authorised, the names and company details must be recorded. Costs of entertaining business acquaintances must be reasonable and acceptable. A VAT invoice/receipt must be attached to the expense claim form.
f) Provision of food/beverages within the Group should be kept to a minimum. The provision of food/beverages to an employee travelling to another ZwickRoell Group Member Company by the company visited is to be avoided. Typical conference refreshments are an exception here (drinks, finger food).
5) Other expenses
a) The company credit card must not be used to withdraw cash, unless authorised by your department manager before withdrawing the cash for fully receipted business expenditure.
b) Repairs, small tools and consumable items will be reimbursed up to a single item value of £15 incl. VAT a separate log of small tools purchased in this way will be held in the accounts department. A VAT invoice/receipt must be attached to the expense claim form.
c) Parts for customers; these should only exceptionally be included in individual expenses claims and the full detail of the job for which they were purchased must be recorded. If these parts exceed £50, they MUST be pre-authorised by the department head, or a company director and the initials of the authorising person must be shown on the expenses form. All such parts purchased will be logged against the individual employee and they must therefore be shown on the appropriate SCR and parts unused returned to Stores. A VAT invoice/receipt must be attached to the expense claim form.
d) Computer consumables: Should be purchased by ZRUK IT department.
e) Personal protective equipment should always be authorised in advance by a member of the management team. A VAT invoice/receipt must be attached to the expense claim form. A limit of £50 is set for the purchase of safety boots. Safety boots are exempt from VAT.
f) All other expenditure must be authorised in advance. A VAT invoice/receipt must be attached to the expense claim form.
g) Special benefits of bonus systems (e.g. Air Miles) belong to the company and must be used towards the costs of future business travel
h) After completing probationary period, eye tests can be claimed every 2 years, but Specsavers must be used. An eye test claim form needs to be requested from the HR department and approved by your manager.
i) If you receive any speeding penalties or driving disqualifications, you must inform management asap. Fines are not a tax-deductible expense and must be paid by each employee accordingly.
Mobile phone policy
Being issued with a company mobile, you must sign the declaration below to accept the terms of use.
If you are asked to carry a temporary company mobile the rules below apply for the time that you hold the phone.
Accepting a company mobile
Mobile phones are issued on the basis of 'fair usage', and are intended primarily for business use. It is acknowledged that a small amount of private use is acceptable, but you are requested to be mindful of the costs incurred by the company and keep private usage to a minimum, or obtain a separate personal phone. If you breach these rules you will be responsible for the cost and may be subject to disciplinary action.
You will be expected to:
• Always treat the phone with care and ensure its security, i.e. Devices should no be left unattended in parked cars
• carry the phone at all times whilst working for ZwickRoell Ltd., or ZRUK
• never leave the phone unattended or lend it to others
• never break the law by using a mobile phone whilst driving, please see more details below.
The company may:
• publish the company mobile phone number on internal phone lists
• remove the phone at any time (but we would normally warn you first)
• ask you to pay for costs if you lose, misuse or damage the phone
• deduct excessive call or data charges from your pay (we would warn you first)
• change either your phone or the mobile network at any time
All other usage of the phone will incur costs for the company. Please beware of:
• picture texts or picture messages (if you have pictures to send, please use email)
• premium numbers (e.g. 0845, 0870, 09 etc)
• overseas charges – please inform our IT Administrator at least a week before you travel, as we may well be able to amend your contract to reduce costs. If you don't inform us before travelling, you may be charged for costs incurred whilst overseas
• alerts and warnings – if you receive a warning on your phone from the provider, contact our Ian Woodham who will review your phone contract to reduce costs
Driving
Drivers should concentrate on driving and avoid distractions. Answering and sending telephone calls, sending text messages or accessing the internet, etc. are all distractions and in certain circumstances could amount to an offence of driving without care and attention or even dangerous driving.
ZwickRoell Ltd.
Worcester Six Business Park • Clayfield Road • Sales: +44 (0)1568 615201
Registered Office:
Worcester Six Business Park •: Clayfield Road • Worcester • WR4 0AE • sales.uk@zwickroell.com
United Kingdom
Ireland: sales.ie@zwickroell.com
Worcester • WR4 0AE • UK
Registered number 1432602 www.zwickroell.com
Service: +44 (0)1568 613516
Hotline: +44 (0)1568 613516 UK: service.uk@zwickroell.com
VAT Number GB 314 3100 23
EORI: GB 314 3100 23 000 Ireland: service.ie@zwickroell.com
VAT Number: IE 9950840B
Northern Ireland EORI: XI314310023000
ZwickRoell Ltd • Worcester Six Business Park •Clayfield Road • Worcester • WR4 0AE • United Kingdom
It is a criminal offence to use a hand-held mobile telephone or similar device while driving. The relevant regulations permit use of hand-held mobile telephones while driving only in an emergency.
Any mobile telephone that is or must be held at any time while in use is a hand-held telephone. The use of an ear piece does not make a telephone hands free. To be hands free the telephone must be fixed or in a cradle.
All hand-held mobile telephones should be switched off until you reach your destination or have stopped in a safe place. Any breach of this rule may lead to Disciplinary action.
If, as a result of your carelessness or negligence, any of our devices are lost or damaged, we reserve the right to take appropriate disciplinary action against you and deduct the cost of replacement or repair from your salary or wage.
I agree to comply with the above terms of use.
Signed:
Print name:
Date:
Authorised:
ZwickRoell Ltd.
Worcester Six Business Park • Clayfield Road • Sales: +44 (0)1568 615201
Registered Office:
Worcester Six Business Park •: Clayfield Road • Worcester • WR4 0AE • sales.uk@zwickroell.com
United Kingdom
www.zwickroell.com
Hotline: +44 (0)1568 613516
Ireland: sales.ie@zwickroell.com
Service: +44 (0)1568 613516
UK: service.uk@zwickroell.com
Worcester • WR4 0AE • UK
Registered number 1432602
VAT Number GB 314 3100 23
EORI: GB 314 3100 23 000 Ireland: service.ie@zwickroell.com
VAT Number: IE 9950840B
Northern Ireland EORI: XI314310023000
Date updated: 13/08/2024
Pension Guide
ZwickRoell Ltd. pays company pension contributions into an Aviva occupational pension fund.
We will comply with the duties owed to you in accordance with Part 1 of the Pensions Act 2008 and enrol eligible jobholders in an automatic enrolment scheme after 3 months of employment. If you do not want to be in the Aviva pension fund, then you can opt out.
The company will make contributions of 5% of your basic salary. You will need to make a personal contribution of 2.4% of your basic salary, the government will contribute 0.6% of tax relief, making the total contribution to your pension pot of 8%. You can choose if you would like your personal pension contributions based on “qualifying earnings” or on the total of you basic salary.
You have the option to opt out of the scheme after being enrolled but will be re-enrolled three years after our staging date if you previously opted out of auto enrolment.
The trustees administering the scheme may amend the rules of the scheme from time to time. A contracting out certificate is not in force.
ZwickRoell Ltd.
Registered Office: Clayfield Road • Worcester Six Business Park •: Sales: +44 (0)1568 615201
Worcester Six Business Park •: Clayfield Road • Worcester • Worcestershire WR4 0AE • sales.uk@zwickroell.com
United Kingdom Ireland: sales.ie@zwickroell.com
Worcester • WR4 0AE • UK
Registered number 1432602 www.zwickroell.com Service: +44 (0)1568 613516
VAT Number GB 314 3100 23 Hotline: +44 (0)1568 613516 UK: service.uk@zwickroell.com
VAT Number: IE 9950840B
EORI: GB 314 3100 23 000 Ireland: service.ie@zwickroell.com
Northern Ireland EORI: XI314310023000
Northern Ireland VAT Number: XI314 3100 23 Page 1
ZwickRoell Ltd • Worcester Six Business Park •Clayfield Road • Worcester • Worcestershire WR4 0AE
United Kingdom