(GBR) Meeting Regulatory Requirements for the United Kingdom

This chapter provides an overview of U.K. regulatory requirements and discusses how to:

• Meet Working Time Directive requirements.

• Run the U.K. regulatory reports.

Understanding U.K. Regulatory Requirements

The PeopleSoft system provides the following U.K. regulatory reports to help you perform equal opportunity monitoring of a U.K. workforce by classifying job applicants, job offers, positions filled, and employees in specific gender and ethnic groups:

• Adverse Impact.

• Job Group Roster.

• Joint Staffing Report.

• Northern Ireland Report.

• Termination Analysis.

• Workforce Analysis.

Prerequisites

Before you manage fair employment, equal opportunity, and disability discrimination issues for a U.K. workforce, enter the following employee information:

• Gender information on the Modify a Person - Biographical Details page.

• Ethnicity codes on the Modify a Person - Regional page.

• Disability information on the Disability page.

For the Northern Ireland Fair Employment Monitoring Return, set up additional organization, employee, and applicant data.

You need to:

• Identify the locations that are required to submit a Fair Employment Monitoring Return by selecting the Northern Ireland Reportable check box on the Location Profile page.

• Assign a Standard Occupational Classification (SOC) code to each of the organization's job codes on the Job Code Profile page.

• Assign an employee class on the Job Data - Job Information page.

  The PeopleSoft system delivers the codes required on the Fair Employment Monitoring Return.

• Record employees' community background on the Modify a Person - Regional page.

• Record applicants' community background on the Applicant Eligibility/Identity page.

Warning! By law, Northern Ireland community background data for employees can be seen by a designated monitoring officer only. The PeopleSoft system includes a special role called HR Administrator NI (human resources administrator Northern Ireland) for this purpose.

See Also

(GBR, USA, and USF) Meeting Disability Regulatory Requirements

Meeting Working Time Directive Requirements

To set up working time directives, use the Working Time Directive UK (WRK_TIME_PARAM_UK) component.

The European Working Time Directive as legislated in the U.K. restricts employers from requiring employees to work more than an average of 48 hours a week in any 17-week period. The legislation provides an opt-out provision in which employees choosing to work more than the legally allowed hours can do so by notifying the employer of this choice in writing. The directive also makes it illegal to discriminate, in pay or promotion, against employees exercising their right not to work more than 48 hours a week. Finally, the directive requires employers to provide 20 days of paid leave and standard daily break time allowances.

The system provides Working Time Directive components that enable parameters to be set and adjusted, employee work hours per week to be set, and work hours by employee and department to be monitored. The system enables exceptions to be noted for each employee if an employee requests exceptions.

This section discusses how to:

• Set up Working Time Directive parameters.

• Set standard weekly working hours for employees.

• Monitor Working Time Directive compliance.

Pages Used to Monitor Working Time Directive Requirements

Setting Up Working Time Directive Parameters

Access the Working Time Directive UK page (Set Up HRMS, Product Related, Workforce Monitoring, Regulatory Requirements, Working Time Directive UK, Working Time Directive UK).

Statutory Information

Contractual Hours

Use this group box to define standard working hours for the organization if you are not using the Work Schedule component for this purpose. When you enter work schedule information here, the system uses information from this page if working time data is updated; therefore, the employee doesn't have to enter information in the Work Schedule component.

Setting Standard Weekly Working Hours for Employees

Access the Working Hours Per Week (Employee) page (Workforce Monitoring, Meet Regulatory Rqmts UK, Monitor Working Time, Working Time Directive, Working Hours Per Week (Employee)).

Enter an employee ID to access the page. If information is entered in the Work Schedule Table component, the system displays the work schedule and holiday schedule as entered on the Work Schedule page in the Assign Work/Holiday Schedules component. If no data is entered in the Work Schedule Table component, these fields do not appear.

Daily Exceptions

Access the Daily Exceptions - Working Hours Per Week page (click the Daily Exceptions link on the Working Hours Per Week (Employee) page).

Use this page to note exceptions, particularly those provided by the employee in writing. Update the working hours by entering daily exception hours in the Actual Worked and Break fields.

The page displays the expected work schedule as entered in either the Work Schedule Table component or the Contractual Hours group box on the Working Time Directive UK page. It displays absences entered in the Absence component or the Parental or Maternity Leave component.

Monitoring Working Time Directive Compliance

Access the Hours Worked Per Reference Period (Department) page (Workforce Monitoring, Meet Regulatory Rqmts UK, Monitor Working Time, Review Dept Time Directive, Hours Worked Per Reference Period (Department)).

Select a department to access the page. Enter the beginning date for the reference period. By default, the system calculates an end date based on the 17-week parameter. Although the system applies values by default for the dates and weekly threshold as entered on the Working Time Directive UK page, these can be modified manually. Click the Refresh button to update the page when the fields are complete.

Reviewing Employee Time Directive Compliance

Access the Hours Worked Per Reference Period (Employee) page (Workforce Monitoring, Meet Regulatory Rqmts UK, Monitor Working Time, Review Employee Time Directive, Hours Worked Per Reference Period (Employee)).

The page displays any employees for whom exceptions are entered, indicating that the exceptions may exceed the established working hours. Click the employee name link to view the weekly details for that employee.

If exceptions were entered at the daily level, the Daily Detail link appears on the line corresponding to the week for which the exceptions apply. Click the Daily Detail link to display the daily exceptions for that week.

By default, the system uses the 17-week reference period. You can change the value by entering a begin date for the period and clicking the Refresh button. The system automatically calculates the end date based on the reference period designated.

The system displays a Daily Detail link for the weeks for which daily exceptions were entered.

Running the U.K. Regulatory Reports

This section discusses how to run the regulatory reports for the U.K.

Pages Used to Run the U.K. Regulatory Reports

Running the Northern Ireland Report

Access the NI Fair Employments page (Workforce Monitoring, Meet Regulatory Rqmts UK, Reports, NI Fair Employments, NI Fair Employments).

EmplID	Select the employee who is responsible for submitting the Fair Employment Monitoring Return. This is the person who signs the form and whose name appears in Part E of the form. The system uses the selected employee's job data to determine the company for which the report is run.
As Of	Select the end date for the report. The system generates the report for the year ending on the date that you enter here.