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The Unitemps Information Hub is a valuable resource for candidates and clients, offering guidance on timesheets, payroll, tax, visas, working restrictions, and more.

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Eligibility to work in the UK

Before a temporary worker begins an assignment it is essential they have registered on our website and have visited the Unitemps branch that they will be working through to establish their eligibility to work in the UK. It is essential that this check is completed before the candidate starts work. Guidance for the temporary worker on what documents they need to bring can be found by visiting the Candidate section on the information hub. If you are uncertain whether one of your temporary workers has completed this process then please contact your Unitemps consultant who will be happy to help you.

In some cases a temporary worker may have restrictions on their work due to their visa. If this is the case then it is important not to allow the temp to work in breach of these restrictions. For Student visa holders this will normally restrict them to either 10 or 20 hours per week depending on their visa type. Always check with your Unitemps consultant beforehand if a Student visa holder has requested to work more than this outside of term time as the rules can vary for different degree levels. You can check whether any of your temps have any working restrictions by selecting “My temps” in your dashboard menu. Unitemps can provide further guidance on the restrictions on each temp if needed.

International workers may be working under temporary visas and be required to have document rechecks. In this case Unitemps will inform you of this in the weeks before their eligibility to work expires to ensure that no further work is done until after new documentation has been supplied.

Agency Workers in Great Britain have the right to ‘equal treatment’ to permanent staff in certain areas of their employment. These regulations apply to most positions filled by Unitemps. However, some internal vacancies with universities may be exempt.

Employment rights from day 1

An agency worker will be entitled to access the same facilities and information on job vacancies as comparable permanent employees (e.g. staff canteen, car parking and child care facilities).

Employment rights after 12 weeks

After completing 12 weeks of work with no gaps in employment of over 6 weeks the temporary agency worker would be entitled to equivalent working and employment conditions as that of a comparable employee in certain areas. These are;

  • Key elements of pay (this includes basic pay, overtime rates and bonus or commission payments directly linked to the quantity or quality of work)
  • Annual leave
  • Night work
  • Rest periods and breaks

What is a comparable employee?

A comparable employee is someone that is already working in full time employment for the hirer. The comparable employee will be engaged in doing the same or broadly similar work at a similar level of experience.

If you do not have a suitable comparable employee then the restriction is that the agency worker must be entitled to any of the benefits listed above that would have been given to them if they were starting the role on a permanent basis with the company. For example if, as an employer, you give all permanent employees 6 weeks paid annual leave and paid time off for bank and public holidays, the agency worker, post 12 weeks, should be entitled to the same treatment.

The Working Time Regulations restrict the average working hours for workers and place restrictions on rest breaks and annual leave. These restrictions are more stringent for workers under the age of 18 (see guidance on young workers).

Maximum working hours

Under the Working Time Directive, the average working week for a worker must not exceed 48 hours per week. This average is calculated across a 17 week reference period (which excludes periods of annual leave or time off due to illness) and includes:

  • Job-related training
  • Time spent travelling for workers who have to travel as part of their job
  • Working lunches
  • Time spent working abroad in some cases
  • Paid and some unpaid overtime
  • Time spent on call at the workplace

However, the following periods are not included in this average:

  • Breaks when no work is done (for example lunch breaks)
  • Normal travel to and from work
  • Time on call away from the workplace
  • Unpaid overtime a worker has volunteered for
  • Paid or unpaid holiday

Workers aged 18 and over can opt out of these restrictions with Unitemps if they wish to. An employer is not permitted to discriminate against a worker if they do not wish to opt out.

Rest breaks

Workers are legally entitled to a:

  • Rest break of 20 minutes when the working day is longer than 6 hours
  • Minimum rest period of 11 consecutive hours every 24 hour period
  • Minimum rest period of 24 consecutive hours every 7 days

Night work

Workers must not average more than 8 hours of night work in any 24 hour period.

Young workers (16 & 17 year-olds who are above ‘school leaving age’)

Young workers are under 18 but over school leaving age and are legally required to follow strict restrictions on their working hours and rest breaks. In England compulsory school age ends on the school leaving date (i.e. end of the school summer term) in the school year when an individual reaches the age of 16. The school leaving age is different in Wales, Scotland and Northern Ireland. There are extensive restrictions on when and for how long a young worker can work. These include:

  • A young worker must not work more than 8 hours per day or 40 hours per week (this is assessed on a week-by-week basis and cannot be averaged over several weeks)
  • If the work lasts for more than 4.5 hours, a young worker must have a rest break of at least 30 minutes
  • A young worker must have an uninterrupted rest period of at least 12 hours in each 24 hour period
  • Each week, a young worker must have at least two consecutive days off
  • A young worker cannot work between 10pm and 6am

Unlike with the Working Time Regulations for adult workers, young workers cannot opt out of these restrictions.

School-age workers (13 – 16 year-olds)

There are extensive restrictions on the working hours of school age workers. Regulations can vary between different authorities and often require an employer to obtain a permit before any work begins. Many local authorities will not permit a child to begin work until they reach 14. Because of this it is important to consult with Unitemps if a school-age worker is being employed. The law permits children to work:

  • For a maximum of 2 hours on any school day only one of which may be before the start of school
  • For a maximum of 2 hours on any Sunday
  • For a maximum of 12 hours per week in term time
  • If aged under 15; for a maximum of 5 hours on any Saturday or on weekdays during school holidays subject to a weekly maximum of 25 hours in the school holidays
  • If aged 15 or over; for a maximum of 8 hours on any Saturday or on weekdays during school holidays subject to a weekly maximum of 35 hours in the school holidays

But they may not work:

  • For more than one hour before school
  • During school hours
  • Before 7.00am or after 19.00pm
  • For more than 4 hours in any day without a rest break of at least one hour
  • Without having, each year, a break of at least two consecutive weeks during the school holidays.
  • In any industrial undertaking such as a factory or building site.
  • In television, theatre or other forms of performance or modelling without a performance licence issued by the local authority
  • Without an employment permit issued by the local authority (which will specify any further restrictions). Please be aware that an application for this employment permit must be done by your Unitemps branch and it can take several months before the candidate is able to start work depending on the steps required by the local authority.

Risk assessments

Before employing a young person, a health and safety risk assessment should be undertaken relating to the type of work they will be doing and the location in which they will be working. The risk assessment should be reviewed whenever a change to that working environment is proposed. Generally the risk assessment should take into account the relative inexperience of young workers, their possible lack of awareness of dangers and potential immaturity, and should consider whether it is appropriate to prohibit young workers completely from certain work activities, for example using particular equipment.

Supervision and induction

When a young person starts work, they are likely to need extra supervision. Staff must ensure that they:

  • Clearly understand who will be responsible for them during any particular shift
  • Are given the appropriate information and training on any hazards and risks
  • Understand any precautions they may have to take, have been provided with any necessary protective clothing or equipment and are supervised closely to ensure it is used
  • Understand what they need to do to ensure their own health and safety and that of other workers

Some young people may lack the confidence to voice any concerns they may have, so it is important they are made aware of the procedures for doing so. If there is a local safety representative, young workers should be made aware of how to contact them during their induction.

If one of your temps is absent due to sickness or illness, then they may be eligible for Statutory Sick Pay provided that they meet the relevant statutory criteria. Please note that Statutory Sick Pay is not payable for the first 3 days of the period of absence.

If they wish to claim SSP they will be expected to complete a Self-Certification Form to cover the first 7 days of absence (including non-working days) and thereafter they will need to supply a Statement of Fitness to Work from their General Practitioner or other authorised medical professional (e.g. consultant). These forms should be sent to their local Unitemps office.

Unitemps health and safety policy

Unitemps is committed to securing a safe and healthy workplace and working environment for its temporary workers. The Health and Safety at Work Act 1974 places a responsibility on employers and workers to protect the health and safety of themselves and others when carrying out any work activity.

Unitemps will ensure that any clients it works with

  • Hold the necessary public liability insurance
  • Has the appropriate licenses, permits and consents for the work being done
  • Understands its responsibilities for compliance with all relevant health and safety legislation
  • Has health and safety policy and procedures that cover temporary workers
  • Takes all reasonable steps to ensure the health and safety of temporary workers

Before placing a worker on an assignment, Unitemps will request the hiring manager to:

  • Confirm what information, training or safety equipment is required for the role, for example an assignment in a scientific laboratory may require training on dealing with hazardous materials

At the start of an assignment, the hiring manager must:

  • Provide the client’s health and safety policy and procedures to the worker, for example via a document or access to the staff intranet
  • Brief and induct the worker about safe working procedures in the role
  • Provide any required safety clothing and equipment
  • Brief the worker on fire safety, including the location of fire exits and evacuation points and how to raise the alarm
  • Explain how to report an incident, accident, near miss or concern
  • Provide contact details for first aiders
  • Advise on the location of the first aid box

Unitemps provides all its workers with guidance on:

  • The worker’s responsibilities to comply with the client’s health and safety policy and procedures
  • How to report incidents to Unitemps

Health and Safety for Young Workers

Before placing a young worker in an assignment, Unitemps will ensure that a health and safety risk assessment is undertaken by the client relating to the type of work they will be doing and the location in which they will be working. The risk assessment should be reviewed whenever a change to that working environment is proposed. Generally the risk assessment should take into account the relative inexperience of young workers, their possible lack of awareness of dangers and potential immaturity, and should consider whether it is appropriate to prohibit young workers completely from certain work activities, for example using particular equipment.

When a young person starts work, they are likely to need extra supervision. Staff must ensure that they:

  • Clearly understand who will be responsible for them during any particular shift
  • Are given the appropriate information and training on any hazards and risks
  • Understand any precautions they may have to take, have been provided with any necessary protective clothing or equipment and are supervised closely to ensure it is used
  • Understand what they need to do to ensure their own health and safety and that of other workers
  • Some young people may lack the confidence to voice any concerns they may have, so it is important they are made aware of the procedures for doing so. If there is a local safety representative, young workers should be made aware of how to contact them during their induction.

Reporting incidents

In the event of an incident during an assignment, the temporary worker must:

  • Report the issue to the client in accordance with the client’s procedure
  • Complete a Unitemps incident report form.

Unitemps will review the incident form and if necessary pursue the matter with the client.

Unitemps is committed to promoting equality of opportunity and embracing diversity in all areas of the business. It aims to ensure that all its workplaces and services are free from unlawful discrimination and harassment.

As a signatory to the Recruitment and Employment Confederation Diversity Pledge, Unitemps embraces diversity and seeks to promote the benefits of diversity in its business activities. The culture of the business reflects this pledge.

Protected Characteristics and Discrimination

Unitemps seeks to treat everyone fairly and ensure that it does not directly or indirectly discriminate (see below) on the basis of any protected characteristics, defined under the Equality Act 2010 as:

  • Age
  • Disability
  • Gender reassignment
  • Marriage and civil partnership
  • Pregnancy and maternity
  • Race
  • Religion or belief
  • Sex
  • Sexual orientation

Unitemps will also not discriminate on the basis of:

  • Nationality
  • Political beliefs
  • Membership or non-membership of a trade union
  • Spent criminal convictions

Recruitment

Unitemps seeks to ensure that its recruitment and selection activities avoid unlawful or unfair discrimination. It will not:

  • Accept instructions from clients that indicate an intention to discriminate unlawfully
  • Discriminate unlawfully when advertising jobs, by ensuring that staff are trained to recognise potential discriminatory adverts and that they advise clients of more appropriate wording
  • Discriminate unlawfully when deciding which candidate or temporary worker is submitted for an assignment, by ensuring that each candidate is assessed only in accordance with their merits, qualifications and ability to perform the required duties
  • Discriminate unlawfully in any terms of employment or terms of engagement for temporary workers
  • Refuse or deliberately omit to provide services to certain groups of people with protected characteristics

Unitemps recognises that some groups and individuals may experience disadvantage and believes that as an employer and as a service provider, it has a role to play in tackling disadvantage. The company supports clients that wish to take positive action in recruitment and supports disabled candidates who require reasonable adjustments to enable them to apply for jobs and take up assignments.

Diversity

Unitemps aspires to have a diverse workforce which broadly reflects the composition of the community, recognising that within its staff and clients, there are differences in needs, culture, background, preferences and values. These differences are welcomed for the richness of views, perceptions and experiences they bring to the business, from which everyone can learn. Unitemps is therefore committed to flexibility in its practices to encourage inclusion and support diversity.

See how to process a timesheet by watching the video below:

How do I reset my PIN number?

1. If you have forgotten your PIN number and are required to reset it, please login to your Unitemps account.
2. Once logged in, you will see your name in the top right corner of the webpage.
3. Click on your name, and you will see a drop down list appear.
4. Select ‘Reset PIN’ and a new PIN number will be emailed to you.

Unitemps is committed to providing all of its customers with the best possible service at all times. If you are not satisfied with any aspect of our service we would like to hear from you as this will help us to improve our standards. If your complaint is related to a harassment or data protection issue then you should follow the complaints procedure in these policies:

Harassment Policy and Procedure

Privacy Notice

The majority of complaints about Unitemps’ services will be made informally to the relevant branch and will be immediately resolved to the individual’s satisfaction. On rare occasions, a complaint may be so complex or serious that it cannot be quickly resolved at local level. In these cases the formal complaints procedure applies. Where possible we will endeavour to respond within the timescales given below.

Formal complaints procedure

If your complaint has not been resolved informally please contact your local branch, your complaint will then follow the procedure below:

Stage 1
  • Within 2 working days: The relevant Unitemps branch will log your complaint and send you an email acknowledgement confirming the details, and explaining what happens next.
  • A manager carries out an investigation or refers the matter to the most appropriate person to deal with the complaint.
  • A manager or the most appropriate person may meet with you if necessary to discuss the complaint further.
  • Within 5 working days from the start of the investigation or meeting: A manager or the most appropriate person will email you a full written response to your complaint.
Stage 2
  • If you are not satisfied, you can write to us again and your complaint will be escalated to a senior manager and highlighted to Head Office.
  • The senior manager will review all the case material.
  • Within 5 working days: The senior manager will email you confirming our final position on the complaint, explaining our reasons, and copying in the relevant branch manager.
Stage 3
  • If you are still dissatisfied and the matter concerns the conduct of the business, Unitemps will advise you to contact the Employment Agencies Standards Office at the Department for Business, Energy and Industrial Strategy.

If we have to change any of the timescales above, we will let you know and explain why.

Unitemps is committed to providing all of its customers with the best possible service at all times. If you are not satisfied with any aspect of our service we would like to hear from you as this will help us to improve our standards. If your complaint is related to a harassment or data protection issue then you should follow the complaints procedure in these policies:

Harassment Policy and Procedure

Privacy Notice

The majority of complaints about Unitemps’ services will be made informally to the relevant branch and will be immediately resolved to the individual’s satisfaction. On rare occasions, a complaint may be so complex or serious that it cannot be quickly resolved at local level. In these cases the formal complaints procedure applies. Where possible we will endeavour to respond within the timescales given below.

Formal complaints procedure

If your complaint has not been resolved informally please contact your local branch, your complaint will then follow the procedure below:

Stage 1
  • Within 2 working days: The relevant Unitemps branch will log your complaint and send you an email acknowledgement confirming the details, and explaining what happens next.
  • A manager carries out an investigation or refers the matter to the most appropriate person to deal with the complaint.
  • A manager or the most appropriate person may meet with you if necessary to discuss the complaint further.
  • Within 5 working days from the start of the investigation or meeting: A manager or the most appropriate person will email you a full written response to your complaint.
Stage 2
  • If you are not satisfied, you can write to us again and your complaint will be escalated to a senior manager and highlighted to Head Office.
  • The senior manager will review all the case material.
  • Within 5 working days: The senior manager will email you confirming our final position on the complaint, explaining our reasons, and copying in the relevant branch manager.
Stage 3
  • If you are still dissatisfied and the matter concerns the conduct of the business, Unitemps will advise you to contact the Employment Agencies Standards Office at the Department for Business, Energy and Industrial Strategy or the REC, the industry trade association, of which Unitemps Head Office is a member, by writing to the Consultancy and Compliance Team, REC, Dorset House, 1st Floor, 27 – 45 Stamford Street, London, SE1 9NT.

If we have to change any of the timescales above, we will let you know and explain why.

Unitemps is committed to providing all of its customers with the best possible service at all times. If you are not satisfied with any aspect of our service we would like to hear from you as this will help us to improve our standards. If your complaint is related to a harassment or data protection issue then you should follow the complaints procedure in these policies:

Harassment Policy and Procedure

Privacy Notice

The majority of complaints about Unitemps’ services will be made informally to the relevant branch and will be immediately resolved to the individual’s satisfaction. On rare occasions, a complaint may be so complex or serious that it cannot be quickly resolved at local level. In these cases the formal complaints procedure applies. Where possible we will endeavour to respond within the timescales given below.

Formal complaints procedure

If your complaint has not been resolved informally please contact your local branch, your complaint will then follow the procedure below:

Stage 1
  • Within 2 working days: The relevant Unitemps branch will log your complaint and send you an email acknowledgement confirming the details, and explaining what happens next.
  • A manager carries out an investigation or refers the matter to the most appropriate person to deal with the complaint.
  • A manager or the most appropriate person may meet with you if necessary to discuss the complaint further.
  • Within 5 working days from the start of the investigation or meeting: A manager or the most appropriate person will email you a full written response to your complaint.
Stage 2
  • If you are not satisfied, you can write to us again and your complaint will be escalated to a senior manager and highlighted to Head Office.
  • The senior manager will review all the case material.
  • Within 5 working days: The senior manager will email you confirming our final position on the complaint, explaining our reasons, and copying in the relevant branch manager.
Stage 3
  • If you are still dissatisfied and the matter concerns the conduct of the business, Unitemps will advise you to contact the Employment Agencies Standards Office at the Department for Business, Energy and Industrial Strategy or the REC, the industry trade association, of which Unitemps Head Office is a member, by writing to the Consultancy and Compliance Team, REC, Dorset House, 1st Floor, 27 – 45 Stamford Street, London, SE1 9NT.

If we have to change any of the timescales above, we will let you know and explain why.

Unitemps is committed to securing a working environment for our temporary workers that is free from harassment, bullying and unlawful discrimination. Unitemps expects clients to treat all temporary workers with dignity and respect and to take all steps in their control to prevent and deal with harassment in the workplace.

What is harassment?

The 2010 Equality Act defines harassment as “unwanted conduct related to a relevant protected characteristic, which has the purpose or effect of violating an individual’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that individual”.

Harassment is unwanted, unsolicited or unwelcome behaviour or language that is offensive or intimidating to the recipient. In making judgements about harassment, it is the behaviour and its impact on the recipient, and not the intention of the perpetrator, that is important.

Examples of harassment
  • Embarrassing, abusive or insulting words or behaviour, jokes or innuendo
  • Unwelcome remarks about clothing or appearance
  • Demands for sexual favours
  • Electronic messages or electronic displays of sexually suggestive pictures and literature, including email
  • Aggressive physical or verbal behaviour
  • Persistent demeaning and downgrading through words or actions
  • Inappropriate or derogatory remarks in connection with performance
  • Bullying, defined as any offensive, intimidating, malicious or insulting behaviour which, through the abuse or misuse of power, makes the recipient feel vulnerable, upset, humiliated and threatened (power includes both personal strength and the power to coerce others through fear or intimidation)

Dealing with harassment

Unitemps regards any incidents of harassment by, or against, its workers as unacceptable and will investigate and take appropriate action to resolve the situation. If the perpetrator is a Unitemps worker, he or she may have their assignment terminated and be removed from the Unitemps register. If the perpetrator is an employee of the client and the matter is not resolved satisfactorily, Unitemps may terminate the business relationship. If the Unitemps worker is the victim, clients are expected to promptly deal with the issue.

Informal procedure

Unitemps will encourage the victim to make it clear to the person causing offence that this behaviour is unacceptable to them. In some instances this may be sufficient to resolve the problem. However, if harassment persists after following this approach, or if such an approach is not possible or inappropriate (for example in cases of sexual harassment) the victim will be encouraged to record details of incidents and to make a formal complaint.

A Unitemps representative will offer to meet the victim to discuss the nature of the problem and the courses of action available. If the victim wishes to make a formal complaint, he or she should notify the Unitemps branch manager in writing, and a formal investigation will be launched.

Formal procedure
  1. Once a formal complaint has been received by Unitemps, an acknowledgement will be sent to the victim with the contact details of a nominated Unitemps representative, who will liaise with the victim during the investigation.
  2. If the harassment has occurred whilst the victim has been working for a Unitemps client, the branch manager will contact the client to ask that the complaint be fully investigated within a given timescale. Every effort will be made to deal with complaints with the minimum time delay.
  3. Each client will have its own harassment procedure and Unitemps would expect that procedure to be followed wherever practicable. Unitemps will seek to ensure that the investigation will be thorough, impartial and objective, and will be carried out with sensitivity and with due respect for the rights of all parties concerned.
  4. Unitemps will not expect the victim to continue in an assignment with a client whilst a case of harassment against them is being investigated. Wherever possible, Unitemps will continue to make alternative assignments available to the complainant.
  5. Unitemps will treat all parties with respect and all cases will be treated equally on the same basis regardless of job status or length of service.
  6. Once the investigation has been completed, any consequential action has been taken and the relevant Unitemps procedures have been followed, the Unitemps branch manager will send a formal response to the complainant.
Confidentiality

Confidentiality is an important part of the procedures provided under this policy. Everyone involved in the operation of the policy, whether making a complaint or involved in any investigation, is responsible for observing the high level of confidentiality that is required.