Sample terms and conditions for fixed-term employees

The document sets out the main particulars of the terms and conditions of your employment.

1. Parties to the Contract

Organisation name and address ___________________________________________________
and
Mr/Miss/Mrs/Ms ________________________________________________________________
Address _______________________________________________________________________

2. Place of work

Your normal place of work will be __________________________________
However, from time to time you may be required to work at other sites and, if work reasons demand it, to transfer to another place of work.

3. Duration of employment

EITHER
[If the contract is being renewed] Your temporary employment with the organisation started on
   and counts for these purposes as continuous employment.  The duration of this contract is for a period of_________________and is expected to be completed by________________________.

OR
Your temporary employment with the organisation starts on _________________ . There is no previous employment that counts as continuous. The employment is for a period of _________________ and is expected to be completed by __________________.

4. Job title
_______________________________________________________________________
Brief description of duties: ____________________________________________________

5. Normal hours of work

Your normal hours of work are __________ to __________ , with __________ for lunch. Employees are expected to co-operate by working outside these hours if necessary and within reason.
Overtime is/is not paid. (Overtime pay is £__________ .)
Time off in lieu may/may not be taken.

 6. Probation period

There is a probation period of _______________ for new employees, during which time you shall be entitled to one week's notice. The disciplinary scheme shall not apply during this period.

7. Pay

Your pay is £__________ per annum. This is payable monthly [For example in arrears on the last Thursday of each month by cheque/bank transfer.] The organisation is authorised to deduct any sums due to it from you from your salary or from any other sums due to you in respect of your employment or its termination.

8. Holiday entitlement:

Your holiday entitlement will be _____ days per year, plus public holidays.
During your first year of employment, you will accumulate _____ days for each full month of employment. Holidays must be agreed with your supervisor or manager as early as possible.
Unused holiday cannot be carried over from one year to the next unless in exceptional circumstances (i.e. due to long term sickness absence). On termination of employment, holiday pay will be calculated to the nearest full month worked. If an employee has already taken leave which has not been worked for, any excess holiday pay will be deducted from the final salary.

9. Absence from work

If you are unable to come to work for any reason, you must inform (For example your line manager) by _____ am on the first day of absence. You should indicate the reason for your absence and its likely duration..

10. Absence through sickness

All days of absence must be covered by a certificate. For the first seven days, including weekends, a self-certificate must be completed. For illness of more than seven days, including weekends, a doctor's certificate must be produced on the eighth day and weekly thereafter. The organisation may require you to be medically examined.

11. Sick pay

EITHER:
Employees will be paid sick pay in accordance with the Statutory Sick Pay Scheme (SSP).
OR
Employees will receive full pay less any entitlement for Statutory Sick Pay for the first _____ weeks of certified sickness in any 12-month period and Statutory Sick Pay thereafter. Payment is conditional upon the notification and certification requirements set out above being complied with.

12. Pensions

EITHER
The organisation does not have a pension scheme. You should make your own pension arrangements if required. There is no contracting-out certificate for this employment. [Note the requirements under the Stakeholder Pension Regulations 2000 to provide access to a pension scheme if there are five or more employees]
OR
Details of the pension scheme are available from: ______________________________. [Note the requirement to treat fixed-term employees in the same way as permanent staff, unless less favourable treatment can be objectively justified]

13. Retirement

The contractual and normal retirement age will be __________ years for all employees. Early retirement may be taken with the consent of the organisation.

14. Other employment

Employees are required to obtain consent from the organisation prior to taking second jobs.

15. Termination of employment

If you wish to terminate your employment with the organisation, you are required to give four weeks' notice in writing. Should the organisation wish to terminate your employment, for reasons other than gross misconduct, you will be entitled to notice as follows:
Up to four years' employment: Four weeks

16. Disciplinary and grievance procedure

Copies of these procedures are attached but do not form part of your contract of employment and they may be varied from time to time.

17. Suspension

The employer reserves the right to suspend you from work during any investigation or during disciplinary or grievance proceedings.

18. Bullying and Harrassment

[Name of Organisation] supports a working environment and culture in which bullying and harassment is unacceptable.  Bullying and Harassment will be treated as a disciplinary offence and where allegations are founded, may lead to summary dismissal.  A copy of the Organisation’s Bullying and Harassment Policy can be found in the employee handbook.  The policy does not form part of your contract of employment and may be varied from time to time.

19. Whistleblowing

[Name of Organisation] encourages employees to raise serious concerns within the Organisation.  Should you wish to raise a concern, you should do so in accordance with the Whistleblowing Policy and Procedure which can be found in the employee handbook.  The policy does not form part of your contract of employment and may be varied from time to time.

20. Health and safety at work

[Optional] Employees are reminded that they have a statutory duty to observe all health and safety rules and to take all reasonable care to promote the health and safety at work of themselves and their fellow employees. Wilful breaches of the health and safety policy will be dealt with through the disciplinary procedure.

21. Data protection

The organisation holds and uses the data in your personnel file to enforce its rights and meet its obligations as an employer. Your signature on this contract shows you consent to the holding and use of such data by the organisation.

22. Variation to Contract

Proposed variations to this contract will be notified to employees and a period of consultation entered into with the aim of reaching an agreement. The employer reserves the right at the end of the period of consultation to vary the contract of employment.

23. Collective Agreements

This contract is effected by a collective agreement between ___________________ and ___________________
OR
There are no collective agreements in force governing this contract.

Signed on behalf of the organisation: ___________________________________________________
Name: ____________________ Job title: ____________________ Date: ____________________

Employee: I agree to the terms and conditions of this contract, and acknowledge that I have received a copy.
Employee's signature: ______________________________ Date: ____________________

Reviewed and updated by the HR Services Partnership - April 2010.

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