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Information Handbook

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Igloo Automotive Contact Details

The Automotive Department may be contacted on, 01455 891 358, option 1, between 08:00 to 17:30 Monday to Friday. In the case of an emergency outside of office hours, such as sickness, please use the 24 hour emergency number, 07809 890 419. Should you wish to email the automotive team they can be reached on, info@iglooautomotive.com 

Payroll & Invoicing Department

The Payroll Department may be contacted on the telephone number below between 08:30 and 17:00 Monday to Friday with a message service outside these times .

Office Tel Number: 01455 891 358, option 3
Email: wages@igloopayroll.com

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Welcome,

On behalf of everyone at Igloo, I would like to welcome you to the GEFCO contract. As Director of the Automotive Division, it is my job to ensure that you have everything you need and that you are happy working with Igloo.
I am sure that you will enjoy your assignment based with our client GEFCO. As an Igloo Contractor/Employee, you are an important contributor to the success of the business and we want to make sure that you are provided with sufficient support and information .
Igloo Automotive are responsible for the provision of skilled technical & semi-skilled Contractors/Employees to the GEFCO sites at Sandtoft , Sheerness, Portbury and Corby. I am based between the four sites and I am supported by a dedicated Account Management Team. The Account Management Team is there to help and advise you, make sure you call them if you have any problems.
This Handbook covers some of the essential information you will need whilst working on site, as well as expanding on some of the points covered in your registration, interview and induction.
Although our Clients personnel will direct you in your daily activities it is essential to remember that you are carrying out your duties on behalf of Igloo.
The Account Management Team are there to manage any matters relating to pay, absence, performance and any other deployment issues.
Should you have any questions regarding your deployment or the terms of your assignment with Igloo, please do not hesitate to contact the Account Management Team on the numbers provided above.

Congratulations on your successful appointment on the GEFCO contract, I look forward to working with you.

Dan Berryman
Director
Igloo

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Working Hours and Rates of Pay
The hours you will be required to work will vary depending on the requirements of each specific site. You will be advised of these prior to starting your assignment.

Starting Work
On your first day of work you should report directly to the site at which you are working. During your induction you will be provided with site specific information on who to report to and at what time.

Recording Your Hours
There are several methods that each GEFCO site may use to record your hours, these may include Swipe Cards and Attendance Registers. You will receive instructions about the way in which your site records attendance on your induction. You should ensure that your attendance is recorded daily to ensure you get paid correctly each week.

Tools &  Equipment
You must receive permission from your Client Line Manager to bring your personal tools and equipment onto or off site. This must be arranged in advance to ensure permission has been left with site security.

On Site Rules
Igloo want you to enjoy your time working with us and for you to be successful in your job . It is important for you to understand and adhere to the Company Rules and Regulations, which are an essential part of your continued assignment on the GEFCO contract.
See site specific rules for additional l information.

Mobile Phones & Personnel Audio Equipment
Mobile phones, MP3 & CD/radio players are not to be used whilst working on site unless during your lunch or tea breaks and can only be used in allocated areas such as the canteen or rest areas. Please ensure such items are left with other personal belongings either in staff lockers (where available) or in your own vehicle.

Alcohol and Drugs
Under no circumstances are alcohol or drugs allowed on our Clients premises or in their vehicles. Handling or being under the influence of alcohol or drugs whilst working for Igloo will be considered as Gross Misconduct and will result in the immediate termination of your assignment.

Smoking
It is now illegal to smoke in any place of work (apart from specific designated smoking areas where applicable). Such an offence can lead to a legal fine and subsequent disciplinary action being taken against you.

Parking
Free parking is available at all GEFCO sites. Please ensure you park your vehicle in the staff designated areas only. Site security will be happy to advise you of where to park if you have any doubts when arriving. Please follow the site-specific procedures when parking your vehicle. (Owners leave their vehicles and their contents at their own risk).

Passport ID
You will be issued with a 'passport' on induction. This will include a record of all training you have received and which of the Clients sites you have worked at. You should carry this with you at all times when working for Igloo and you may be asked to produce it at any time, particularly if being redeployed to a different department or when working for a new site.

Personal Belongings
You need to be careful not to leave belongings of any value unattended. GEFCO and Igloo will take no responsibility for your personal belongings.

Health & Safety
You will receive a separate talk on H&S as part of your induction. You are responsible for following the appropriate procedures and avoiding potential risks to ALL persons.
See site specific rules for additional information.

Basic P.P.E (Personal Protective Equipment)
You will be required to wear suitable work wear or overalls and safety boots at all times on your assignment. Refusing to wear PPE is a health & safety risk to yourself and others and could result in you being released from your assignment.

Uniforms
After a probationary period, P.A.Y.E Employees who form part of our core workforce will be provided with an Igloo uniform in addition to a high visibility vest and safety boots (Contractors will be responsible for supplying their own) .

Dress Code
You are expected to maintain an acceptable level of personal appearance and hygiene that is in line with a professional working environment. You will be working closely with new vehicles please do not wear any garments with exposed zips, metal fastenings (ideally dark , non-denim clothing) and limit any jewelry to a wedding band & a wrist watch to reduce the risk of damaging vehicle  paintwork . Remember, your appearance , professional conduct and actions create an impression of you, Igloo & GEFCO. It is your responsibility to make sure it's a good one.

Theft
If you are found in possession of products/items belonging to either the Client or other individuals you will be immediately released from your assignment and subject to prosecution . Please be aware that you, your vehicle and/or your belongings may be subject to random security searches.

What to do in an Emergency/Accident
In the event of an accident whilst on site you should immediately contact;

• Your Client Line Manager/Supervisor
• Site First Aider if needed
• Emergency services if needed

In the event of a vehicle accident do not move any vehicle involved or associated with the accident.

The rules and regulations are put in place for a number of reasons, Health & Safety being the most important. Unfortunately a few individuals will try to break the rules and it is then necessary for us to take action against them.
If you see others breaking any of the Company rules please do not allow yourself to follow their bad example.

Site Tour
This tour will cover the whole site and highlight the following area's;

• Your Work Station
• Toilets , Washing Facilities
• Canteen and eating area
• "Health & Safety Law" Posters
• Location of COSHH Safety Data Sheets, Quality Procedures, Risk Assessments & GEFCO Operating NORMS I Procedures
• First Aid points
• Fire Alarm call points
• Fire Extinguishers
• Fire Exits
• Fire Assembly point
• Site Traffic flow

Igloo's Values
We recognise that each and every member of the Contractor/Employee workforce is client facing . You, like us, should always aim to exceed their expectations .
Our customers use Igloo due to a hard earned reputation for providing professional personnel and the robust quality of our service. Please make sure you do everything you can to add to this reputation and avoid actions that may damage it.
You have shown to Igloo that you have the attitude and level of skill required to ensure a successful deployment on the GEFCO contract. It is your responsibility , along with every Igloo Contractor/Employee , to ensure the strict entry criteria is maintained throughout the whole duration of your assignment.
Our future and continued success depends on each one of our Contractor/Employees enthusiastically embracing our values and working together towards achieving them. Every Contractor/Employee has an important contribution to make and, in return, will find working for Igloo both challenging and rewarding.
The selection procedure for Igloo is stringent. To pass it is a merit in itself and you should be proud of your achievement. Igloo sets high standards from the beginning and expects every member of our workforce  to contribute to and maintain these standards

We welcome you to the team.

PLEASE  REMEMBER YOU ARE EMPLOYED BY IGLOO AND NOT GEFCO U.K LTD

If you need to take time off work for any reason , YOU MUST inform the relevant Igloo Consultant. Failure to do so may result in the termination of your assignment.

Sickness & Absence Procedures
On the first day of absence you must advise Igloo before the start of your shift - the Igloo team will be in the office from 08:00 - 17:30, Mon - Fri. Should you need to contact the team outside of office hours, please call the 24 hour Emergency Number provided in the front of this Handbook .
Any  further days of absence must be communicated in the same way unless you have agreed otherwise with a member of the Igloo Management Team.
On your return to work you must report to your Igloo Consultant so a Return to Work Interview can be completed. You will be asked to provide either a doctors certificate or to complete a self certification form.
Igloo have a strict absence code. As we are sure you will appreciate we require good attendance levels from all Contractor/Employees. You should therefore make every possible effort to attend work, and if you absolutely cannot then you are expected to follow the sickness procedure. Should your attendance become erratic, you risk your continued deployment on the GEFCO contract.

In the event you are unable to attend work for whatever reason you must call Igloo & not the customer at least 1 hour prior to the start of your shift.

Timekeeping
You are expected to arrive for work on time. Should you have a legitimate reason for arriving late you must contact Igloo to inform us of the problem and then report immediately to your  Client Line Manager when you arrive on site.  Should your lateness become a problem you will risk your assignment based at GEFCO.

Holidays & Booking Time Off
If you are planning a trip away during your time off you should ensure that your holiday is authorised by Igloo BEFORE booking any flights or accommodation. Regardless of the notice you provide, there may be occasions when the needs of the business mean we cannot authorise your leave at your preferred time and will need to agree a suitable alternative.

 

 

 

 

 

 

 

 

 

 

 

 

 

Booking a Holiday - Procedure
Holidays can be booked by contacting the Account Management Team who will send you a Holiday Request Form. Igloo will then confirm your holiday entitlement, gain clearance from your Client Line Manager and once approved will provide you with confirmation. Your intention to take holiday must be notified to the Account Management Team either 2 weeks before your leave or twice the length of the intended leave.

PAYE Holiday Pay
Holiday Pay must be accrued prior to receiving any paid annual leave. The following rules apply to all PAYE Staff for all holidays:
The holiday year runs from January to December . Holidays will NOT be carried over into the next year. Your entitlement currently is 28 days per annum (inclusive of Bank Holidays), based on you working at least 1 day a week. Your holiday pay is then calculated on an average day rate worked out over a 5 day week.
For example if you work 3 days per week you will still accrue the full entitlement which is 0.5385 however you will need to book 1.66 days off for each day you wish to take as annual leave.
We will endeavour to allow holidays as requested however you may not be authorised to take holiday during the Business's busy periods.

Bank Holidays
If you wish to be paid for a Bank Holiday it will be taken from your annual entitlement. Bank Holidays are processed automatically on the basis you do not work the Bank Holiday and you have enough holiday accrual to be paid. You must inform Igloo if you do not wish to be paid for the Bank Holiday.

Payment of Wages
Wages are paid directly into your bank account. one week in arrears. You will receive your monies on a Friday (Bank Holidays may cause exceptions to this rule) and a wage slip will be emailed directly to you each week.
Wage queries are very rare but, if you do have one they should be raised with Igloo only and not GEFCO. Unfortunately pay queries cannot be handled out of hours or at the weekend as consultants do not have access to payroll data. It is vital that you raise any pay issues as soon as you are aware of them. Tuesday morning is the deadline for any wage queries to be processed for that Friday's wage.

Contractor Payments
Contractor payments are processed under a self-billing agreement. Self-bill payment are paid directly into the nominated bank account. one week in arrears of services provided. Contractor payments will be paid on a Friday (Bank Holidays may cause exceptions to this rule) and a remittance slip will be emailed directly to the nominated email address each week.
Invoice queries are very rare but, if you do have one they should be raised with Igloo only and not GEFCO. Unfortunately invoice queries cannot be handled out of hours or at the weekend as consultants do not have access to payroll data. It is vital that you raise any invoice issues as soon as you are aware of them. Tuesday morning is the deadline for any invoice queries to be processed for that Friday's payment.

Leaving
You will be asked to complete a Leavers Survey that will give you the opportunity to comment on your engagement  as a Contractor/Employee on the GEFCO contract.
On your final day you must ensure that any items issued by Igloo or GEFCO are returned, for example:

• P.P.E such as High visibility vests, uniforms & safety shoes
• 'Passport'
• Any other property issued by Igloo or GEFCO .

Failure to return any one of the company 's items may result in the cost of replacement being deducted from your final payment.

Notice Period
If you intend to leave your position Igloo requests that you provide at least a weeks notice in order for us to make arrangements to source a replacement and to limit Client disruption .

Welfare
At Igloo the welfare  of our Contractor/Employees is of the utmost importance to us, therefore we welcome your feedback regarding our services to you. The Account Management Team is available to assist you with any queries relating to your wage/benefits and any concerns as well as addressing any grievances you may have.
All Correspondence/Personnel details will be retained in line with the Data Protection Act.

Introduction To GEFCO Operating Standards
GEFCO have a set of operating standards that ALL personnel must work to, not all of them will apply to you. Relevant sections will be pointed out during your 'site tour' and time will be set aside for you to read and absorb procedures relating to your activities whilst on site.

Within your position you will need to understand and comply with sections of GEFCO's Operating Standards.

General Rules for Handling Vehicles Specific Rules	All
Specific Rules	All
Road Transport	Yard
F. Vehicle Storage	All
G. Workshop	Mechanical, Valet & Bodyshop
H. Damage Inspection	All
J. POI Work Instructions	Mechanical
K. De-Waxing	Valet & Bodyshop
L. Final Valet	Valet
M. Tyre Preparation	Mechanical
N. Road Test	Mechanical
O. Diagnostic	Mechanical
P. Configuration	Mechanical
Q. PPS Systems/td>	Mechanical
S. Calibration	Mechanical & Bodyshop
T. Torque of Wheel Nuts	Mechanical
U. Citroen Washing	Valet & Bodyshop

Basic Site Rules
Do's
Always wear seat belts when driving vehicles or travelling on buses.
Always remain seated whilst travelling on the buses until stationary .
Observe road markings.
Observe ALL operating standards.
Wear high visibility clothing when outside.
Wear correct Safety footwear.
Restrict driving speed to below 20MPH in the compound.
Restrict driving speed to below 10MPH in inbound/outbound lanes.
Restrict driving speed to below SMPH in all workshops.
Report any damage found .Report any dangerous incidents. 
Don'ts
Use any equipment that you haven't been shown how to use or have previous experience of.
Attempt any work that you are unsure of.
Work on a vehicle without a Job Card or miscellaneous task .

We hope that this has given you a clear understanding of the expectations we have from our Contractors/Employees.  Your welfare is important to us and we hope that you enjoy working on the GEFCO contract.

Further Information

For further information regarding Igloo and GEFCO please refer to the following website addresses :

www.iglooautomotive.com
www.GEFCO.net

(P.A.Y.E) Tax Office Information

If you have a query with your tax please contact the Inland Revenue
Inland Revenue
Contributions Agency
Saxon House
Causeway Lane
Leicester
LE1 4AA

Tel. No. 0845 3021442

Quote Igloo's Employers Tax Reference No:267/GZ67861 (Please have your own National Insurance Number to hand).

Any payroll queries may be sent by email to wages@igloopayroll.com, alternatively you can call the Payroll Department on 01455 891 358, option 3

Acknowledgements

I, , confirm that I have been issued with, and understand , the Igloo Induction Handbook and agree to abide by the Rules and Regulations contained therein whilst working at our clients premises.

I, , acknowledge I am accepting this assignment as an Employee/ Contractor of Arctics Ltd t/a Igloo and not of GEFCO U.K Ltd