Employer Obligations and the Festive Season

The glittering lights, and the sound of carols in the air —yes, the festive season is upon us! As we gear up for celebrations and potential office close-downs, it's crucial to understand the significance of this joyous time and the need for meticulous planning to ensure a seamless experience for your organisation and its employees.

At HR Duo, we want your plans to go off without a hitch, whilst recognising that all social gatherings during this season are an extension of the workplace, and the employer's duty to care for employees remains paramount.

Your Duty of Care During Work-Related Celebrations

Work-related gatherings and holiday parties aren’t just about celebration; they’re opportunities to strengthen team bonds and for companies to show appreciation for their employees' dedication throughout the year. However, as these events are linked to the workplace, employers have a responsibility to ensure the safety, health, and wellbeing of their staff. To make sure the occasion is both enjoyable and successful, consider these recommended guidelines:

• Remind Employees of Appropriate Workplace Behaviour: Even outside working hours, workplace standards apply to events organised by, or through, the business. Reinforce appropriate behaviour to maintain a professional atmosphere.
• Establish Clear Event Timings: Set clear start and finish times for events, committing not to serve alcohol beyond these hours. This ensures a well-regulated celebration.
• Encourage Responsible Alcohol Consumption: Speaking of having a festive tipple, it's important to lead by example and encourage responsible drinking. Providing a variety of food and non-alcoholic beverage options is a thoughtful touch.
• Choose a Safe Venue: Select a venue with secure transportation options for employees. Appointing a senior employee to oversee the event ensures a secure and enjoyable atmosphere.

Public Holidays and Annual Leave

As the holiday season brings a surge in annual leave requests and overlaps with public holidays, effective resource management becomes crucial. Key dates include Christmas Day, St. Stephen’s Day (Republic of Ireland), and New Year’s Day.

Public Holidays in the United Kingdom

Public holidays (often referred to as bank holidays) in the UK are subject to employment contracts.

• Business Closure: Some businesses close on public holidays, and employers may include these days as additional leave or as part of an employee’s annual leave entitlement, depending on the contract.
• Working on Public Holidays: Employees required to work on public holidays may receive extra pay or time off in lieu, depending on their contract. Employers are not legally obligated to give time off or additional pay for working on public holidays unless specified in the contract.

Public Holidays in the Republic of Ireland

• Entitlements for Full-Time Employees: Full-time workers are entitled to public holiday benefits from the start of their employment.
• Entitlements for Part-Time Employees: Part-time workers qualify for public holiday benefits after working at least 40 hours over the previous 5 weeks.

Employees working on a public holiday are entitled to additional compensation or time off as outlined in their employment contract, plus a public holiday benefit (e.g., an additional day's pay or time off).

If the business is closed on a public holiday, employees scheduled to work that day are entitled to their normal day's pay. If the business remains open, employees working on the day are entitled to:

1. A paid day off within a month, or
2. An additional day's pay, or
3. An extra day of annual leave.

Understanding entitlements and managing requests ensures fairness while maintaining business continuity during the festive season.

Management Responsibilities

To navigate this period smoothly, it's important for management to:

• Understand the Annual Leave policy and the notification process for valid requests.
• Ensure the HR system accurately reflects designated public holidays for visibility among staff.
• Recognise the entitlements to public holiday benefits for both full-time and part-time employees.
• Compensate employees working on public holidays per the terms outlined in their contracts.

Acceptance of Gifts Policy

The season often brings gifts from customers or clients. A clear Acceptance of Gifts policy can manage expectations and potential issues. Here's our recommended approach:

• Implement a policy, specifying criteria for declaring non-electronically paid tips or gifts.
• Empower employees to report received gifts for the employer to assess appropriateness.
• Decide on the appropriate course of action based on whether the gift is for an individual or multiple employees.

Secret Santa Considerations

Kris Kindle or Secret Santa can be a fun way to bond, but remind employees that “funny” gifts should be respectful and non-offensive.

Not everyone celebrates Christmas, so keep inclusivity central to all holiday activities. Addressing these areas proactively supports a safe, respectful, and festive workplace atmosphere. Familiarise yourself with your policies and be consistent in how you apply them.

Taking proactive steps in these areas not only fulfils obligations but also contributes to a positive and festive workplace atmosphere. From all of us at HR Duo, we extend our best wishes for joyous and safe celebrations!

Feel free to contact us if you need support in setting up an Acceptance of Gifts policy, or if you're looking to streamline your employee time, rota and attendance process with a platform that automates over 80% of your workforce management andHR needs.