Employee Handbook

Driving licenses and company vehicles

Lost, stolen or broken equipment Please take care of all company equipment, including IT devices and mobile phones. If an item is lost, it must be reported to the Customer Care team as soon as it is noticed missing. Depending on the circumstances in which the device was lost, we will assume responsibility for replacement unless carelessness on your part can be shown as the cause of the loss. You may be required to reimburse FM Conway for the full replacement cost of the device.

All new company vehicle drivers will be asked, by email from our fleet management partner, to sign a mandate which allows us to check your driving licence for endorsements or points. A new mandate must be completed every three years; without an up-to-date signed mandate you will not be allowed to drive a company vehicle. Any changes to your driving licence must be reported to your line manager immediately, and they must notify the Plant and Transport Department for advice. If you lose your licence, a company car may be reclaimed, or an allowance stopped. Where a driving license or a specific category entitlement is considered essential for your job, inability to drive lawfully may affect you employment with the company. During working hours, Monday to Sunday, a company commercial vehicle must be available for the nominated driver and for the benefit of any other company personnel who may need to use it for work purposes. The vehicle can only be left at home if it is not registered on FM Conway’s O-Licence or with the explicit permission of Plant or Transport senior management.

Telephone rules Company telephones are to be used mainly for company business. Essential personal calls, either those made or received, should be kept to a minimum.

Personal international calls/calls to premium numbers are prohibited unless permission has been given by your line manager in advance.

Company cars allocated to an individual and taxed appropriately can be used for private purposes, including the carrying of passengers.

Personal and company mobile phones

It is your responsibility to use a mobile phone legally. FM Conway will not be liable for any misuse of a mobile phone where it contravenes the law. Please leave personal phones on silent during working hours. Calls and texts to and from personal mobile phones should only take place during breaks and be carried out somewhere that will not disturb those around you. The taking or sending of photographs or video on your personal or company mobile is not permitted whilst on duty unless authorised by your line manager, and with the prior consent of the subject(s) to be photographed or videoed.

Commercial vehicles are only insured for business use and must never be used for social, domestic or pleasure purposes or to carry non-employee passengers. If it is required for a legitimate business reason, you must have prior written approval from the Head of Plant and Workshops or a Managing Director.

For more information please refer to the Vehicle and Fuel Card Policy on the IMS and ensure that you adhere to the rules.

Company plant and assets When working for FM Conway you will be provided with any plant, equipment and materials required to do your job. When collecting plant or equipment from our workshops you will be asked to sign for them.

All premium rate numbers are prohibited on company phones.

Other office equipment and supplies

The use of FM Conway’s business stationery and headed notepaper for private purposes is strictly prohibited.

The use of Plant, Equipment and Materials for personal use is strictly prohibited and can result in disciplinary action.

It is important that your business email account is not used for any personal email activity, as content could be viewed as representing the views of the business.

36

37