Frequently Asked Questions (FAQ's)
This section should tell you everything you need to know about the HR Service you receive and how it works.
Click on the links below to find out more.
Contacting HR
- What do I do if I have an HR query?
- How do I contact HR?
- What are the business hours?
- What type of assistance will be provided by the HR First Response Team?
Frequently Asked Questions
- How will I know that my query is being dealt with?
- How quickly will my query be resolved?
- Where can I find HR documentation such as policies and forms?
- What should I do if my personal information changes (name, address, bank details etc.)?
- What do I do if I am off sick / if one of my staff members is off sick?
- Benefits - I would like to request to work more flexibly, what do I need to do?
- What is my annual leave entitlement?
- I want to take a Sabbatical, what do I do?
- What Special Leave / Compassionate Leave am I entitled to in the event of a death, serious accident or serious illness?
- Am I allowed time off to assist with election work?
- I am pregnant and need to attend Ante-Natal Clinics/Classes, how do I do this?
- Am I able to have time off to support or care for dependants?
- How do I know if I am entitled to flexi time?
- Am I allowed to take smoking breaks during work time?
- What is my notice period?
- What are the employer and employee pension contributions?
- How do I apply for a 365 Leisure Card?
- How do I contact Occupational Health?
- How much subsistence can I claim?
HR Specialist Support
Contacting HR
What do I do if I have an HR Query?
Direct the query to your Line Manager in the first instance or go to the HR section of the Intranet to find the relevant policy/form/letter or process. If they are unable to give you an answer or you need further information, please contact the HR First Response Team on extension 0800 232 1103 or e-mail HartHR@capita.co.uk
Click on the links if you are looking for HR documentation such as ·policies or ·forms and make sure you have read through the updated information within the·Employment section of this site.
- You need to contact the HR First Response Team, which is the dedicated HR customer service unit.
- It’s best to contact the team by phone, although you can also email. The following number will take you directly to the First Response Team:
- On 0800 232 1103
- Email: HartHR@Capita.co.uk
- Letters, Forms and correspondence can be e-mailed to the above address or posted to:
HR First Response,
Wat Tyler House,
Wat Tyler House West, Floor 1,
Beckhampton Street,
Swindon, SN1 2JH
Monday to Friday - 8.30am until 5.30pm.
What type of assistance will be provided by the HR First Response Team?
The team will deal immediately with all routine enquiries. If your enquiry needs specialist support they will escalate your query to HR Professional Support in Southampton who will get back to you within either 1 hour or 1 business day dependent upon the severity of the case.
Frequently Asked Questions
How will I know that my query is being dealt with?
We expect to be able to respond to most queries either within the same working day or within 3 working days of receipt of all related information, dependent upon the level of the query. However, for more complex queries where a referral to HR Professional Support is needed, you will have a response either within 1 hour or 1 working day dependent upon the severity of the case. If we are unable to provide a full response within this time we will contact you again to provide you with an update.
How quickly will my query be resolved?
Routine queries will be handled immediately by the HR First Response Team. Those queries requiring professional support, will be forwarded to HR Professional Support who will contact you within 24 hours.
Where can I find HR documentation such as policies and forms?
Simply go to the ‘See Also’ section of the HR Intranet and follow the navigation.
What should I do if my personal information changes (name, address, bank details etc)?
You should complete a Personal Details Ammendment Form PDA with the changes that you wish to make.
Unfortunately we will be unable to action any request unless it is provided upon the Personal Details Amendment Form, completed in full and e-mailed to us by your own e-mail address.
What does abs mean on my payslip?
If a member of staff is absent for any length of time (even half a day) it will show on that months payslip as an Abs payment.
The system looks at the month that the employee is off sick and divides their monthly salary by the number of days in that month.
E.g. If someone was off for 2 days in Oct and receives £1000 a month the Abs payment would be: 1000 (salary) / 31 (days in month) = £32.26 x 2 days = £66.52, and is shown on a payslip as 'Abs payment'
The reason for showing the Abs payment is that the system is monitoring the amount of sick leave taken and will know when an employee exceeds their allowance and is due for half/nil pay.
If I am off sick do I need to contact the HR First Response team to let them know?
No, you should continue to inform your Line Manager if you are absent from work. Your Line Manager will then ensure it is reported through the relevant procedure
One of my staff members is off sick today, how do I go about reporting it?
You will need to complete the sickness absence notification form and e-mail to HartHR@capita.co.uk on the first day of absence
A member of staff has returned from sick leave, what do I need to do and who do I need to inform?
You need to ensure they have filled in a self certificate form if they have been sick for 7 consecutive days or less, or have got a doctors note if they have been sick for more than 7 days and have sent these via e-mail to HR.
Ideally on the first day they return from sickness absence (or as close as possible), you will need to complete a return to work interview with your staff member to establish that they are fit to return
Q) If a staff member is sick on a Friday and returns on a Monday then does the weekend get included in the total number of days absent?
A) No, if the staff member is contracted to work Monday to Friday, is sick on the Friday and comes back in on the Monday then only the Friday should be counted as sickness.
Equally if a staff member is sick on a Monday then the previous weekend would not count, it would start from the Monday.
I am returning from being sick, how do I let HR know so my pay is not affected?
If you have been sick for 7 consecutive days or less then you will need to complete a self certificate form and e-mail to HartHR@capita.co.uk
Ideally on the first day they return from sickness absence (or as close as possible), you will need to complete a return to work interview with your managerto establish that you are fit to return
If you have been sick for more than 7 days then you will need to obtain a doctors note, which will need to be scanned and sent via e-mail to HartHR@capita.co.uk
Can I claim sickness absence in lieu of annual leave if I’m sick when on annual leave?
You must follow the normal sickness reporting procedure. If you do not report your illness, it cannot count as sickness absence. You will also need to obtain a doctor’s certificate for the absence and meet any costs incurred.
Can I claim sickness absence in lieu of annual leave if I’m sick when abroad?
You will only be able to claim sickness absence in lieu of annual leave if you provide a medical certificate issued by a local doctor or hospital and you will have to bear the cost of this certificate.
Can I come back to work if I still have a current medical certificate?
No, you cannot. You would need to go back to the Doctor and arrange for them to sign you as fit to return back to work.
Can I take annual leave whilst on sickness absence?
You would not be expected to go on holiday or book leave whilst on sickness absence unless this is a part of your recuperation and recommended by a GP. If this is the case, you should advise your line manager/Head of Service. The Council will request a statement or letter from your GP confirming this and you will be expected to cover any relevant costs.
How do I take leave for medical appointments?
Wherever possible, medical and dental appointments should be made outside of working hours. Where this is not possible, you will be required to take this time off as annual leave; this leave can be converted to sickness absence on receipt of an official letter/appointment card.
Managers have the discretion to act outside of the policy dependent upon the circumstances and severity of the case.
What constitutes frequent short term absence?
Although it is not possible to provide an exhaustive list, the following would constitute frequent levels of short term absence:
- 5 separate absences or 10 days absences in total over a rolling 12 month period.
- Please refer to the attendance management policy
What constitutes long term sickness absence
If an employee has been off sick for 20 working days with no return to work date notified and no possibility of workplace adjustments to allow a limited return to work (fit note)
I would like to request to work more flexibly, what do I need to do?
You should check the Flexible Working Policy to see if you are eligible to apply for flexible working. If you areYou will need to complete the request form in the policy and submit this to your line manager. Your line manager will then review the request and invite you to discuss your application after which you will be notified of the outcome in writing.
What is my annual leave entitlement?
The leave entitlement includes two extra statutory days granted to Local Government. You may be required to take two days over any Christmas office closure unless working during this period. Accordingly, if this affects your areas then you must ensure you do not use these days for other leave purposes prior to Christmas. If in doubt as to an individual position check with your Line Manager or Head of Service in advance.On the below table identify what salary point you fall within and how long you have worked with Hart District Council in order to identify what your annual leave entitlement is:
| Salary Point | Period of continuous service | ||
| 0-5 years | after 5 years | after 10 years | |
| Service Heads | 31 days | 31 days | 34 days |
| SCP 40 and above | 30 days | 30 days | 33 days |
| SCP 29 to SCP 39 | 28 days | 29 days | 31 days |
| SCP 22 to SCP 28 | 26 days | 29 days | 29 days |
| Up to and including SCP 21 | 24 days | 29 days | 29 days |
I work Part Time, how do I know what Leave Entitlement I will now get?
You are able to work this out yourself by simply completing the Annual Leave Calculator.
Should you be unable to use the Annual Leave Calculator please call the HR First Response team on 0800 232 1103 and give them your details (e.g. Name, Employee Number, previous number of hours worked and new number of hours worked) and they will provide you with the answer.
Can I carry over annual leave?
In exceptional circumstances more than 5 days leave (maximum 10 days) may be carried forward but will need to be approved by a Corporate Director
Staff wishing to take 3 weeks annual leave at any one time, will need to seek authorisation from their Head of Service. Consideration should be given to the effect on the delivery of the service i.e. time of year, workload and the effect on the rest of the team.
The Council recognises that some employees may wish to take time out, for instance to undertake voluntary work or for personal or professional development. You will need to apply for sabbatical leave in wiriting to your Head of Service who will consider your request. For details of the terms of sabbatical leave please refer to the Leave Policy.
What Special Leave/Compassionate Leave am I entitled to in the event of a death, serious accident or serious illness?
- In the event of the death, serious accident or serious illness of a co-habiting partner, husband, wife or a close relative (father, mother, brother, sister, son, daughter) - 5 days compassionate leave.
- In the event of the death, serious accident or serious illness of other blood relatives (grandparent, grandchild, spouse’s parent),– up to 3 days compassionate leave at the discretion of the Head of Service.
- In all cases you will need to speak to your Head of Service as soon as possible, so that they can approve the request for compassionate leave. Heads of Service will treat all information and requests for compassionate leave with respect and confidentiality. In special circumstances a further period of leave may be granted. However, this will be unpaid or taken from the employees annual leave entitlement
Am I allowed time off to assist with election work?
If you volunteer to act as a Presiding Officer or Poll Clerk for an election in the district, you will be granted one day's leave to carry out these duties in addition to your normal leave entitlement. Your Head of Service must give their approval to your release from normal duties.
Staff who assist with postal vote counting during their normal working hours will not receive an extra payment
I am pregnant and need to attend Ante-Natal Clinics/ Classes, how do I do this?
You should speak to your manager and let them know when these classes will be taking place, with as much notice as possible. You will be given paid time off to attend these.
My partner is pregnant and I wish to attend Ante-Natal Clinics/ Classes with her, how do I do this?
The Council understands that the partner of a pregnant woman would also like to be able to attend ante-natal clinics/classes and will wish to support this where at all possible. You should speak to your manager about when these will be. They will then need to take into account the operational requirements of the service.
If agreed, the maximum number of ante-natal appointments you can attend would be 6. You will need to give your manager proof of the ante-natal appointments in order to attend.
Am I able to have time off to support or care for dependants?
Time off for dependants is a right allowing employees to take a reasonable amount of time off work unpaid, usually 1-2 days, to deal with certain unexpected or sudden emergencies and to make any necessary longer term arrangements.
You will need to complete the Application Form for Time Off for Dependants within the Family Friendly Policy. and submit it to your line manager for their approval.
For longer term parental leave, please refer to the Family Friendly Policy.
How do I know if I am entitled to flexi time?
If you are entitled to flexi time, this will be stated in your contract of employment
What are the flexible working hours?
8.00am to 10.00am
12 noon to 2.00pm
4.00pm to 6.00pm
Flexitime can only be worked between 8.00am and 6.00pm.
You must be at work between 10.00 – 12.00 noon, and 2.00pm – 4.00pm. These times are called core times. You must be at work during core times unless you are on annual or special leave, at college or on a training event, or are absent because of sickness.
How many hours can I over or under work each month as part of flex time?
You can carry forward a maximum of 16 over-worked hours (credit hours) and a maximum of 8 under-worked hours (debit hours) to the following month.
During the following month you must make up all debit hours and use all credit hours.
If you have accumulated enough credit hours during the previous month, you may take up to two core periods, i.e. two full days as flexible leave. Flexi-days can only be taken if you have worked enough credit hours during the previous month. You must book flexi-days through your line manager and record them on your leave card.
Am I allowed to take smoking breaks during work time?
There will be strictly no allowance of smoking breaks during working time. Failure to comply may result in disciplinary action
Please refer to the table below to identify what spinal column point (SCP) you are on and this will identify the amount of notice you are required to give
| Grade Minimum | Notice Period |
| Maximum SCP for Grade is up to or including SCP 28 | One Month |
| Maximum SCP for Grade is between SCP 29 and SCP 39 | Two Months |
| Maximum SCP for Grade is SCP 40 or above | Three Months |
What are the employer and employee pension contributions?
The employee contribution is 6%
The employer contribution is 4%
How do I apply for a 365 Leisure Card Membership?
The 365 leisure card is available to all HDC employees at a cost of £10 per month. For more information go to the Leisure page of the intranet.
How do I contact Occupational Health?
Employees wishing to see the Occupational Health Nurse will need to be referred for a consultation. Please contact Dymphna Aspell on 01252 774227 or e-mail dymphna.aspell@hart.gov.uk managers wishing to make referrals should complete the Occupational Health Referral Form and e-mail it to dymphna.aspell@hart.gov.uk
How much subsistence can
I claim?
£3.50 for lunch and £7 for an evening meal, if more than this is spent then proof that the amount claimed was reasonable (with receipt) will need to be given to your line manager to be signed off.
What areas are covered by HR Professional Support?
*Disciplinary
*Redundancy and compromise agreements
*Capability
*Absence management
*Development of new policies and procedures as requested
*Restructures
*TUPE
*Design, deliver and implement training and conduct TNA’s
*Complex cases inc. employment tribunals
*Grievance
*Devise, establish and run assessment centres
*Deliver Induction Training
*Dismissal
*Support project work
*Provide advice and guidance on workforce development plans
*Take part in Interviews
*Succession planning
*Pay evaluations
*Performance management
*Redeployment
*Psychometric Testing
*Probation (dismissals)
What HR support is still provided in Hart?
- Occupational Health
- Employee Support Line
- Health and Safety
Who do I contact if I have any feedback on the service?
If you have any issues or concerns related to the contracted services being delivered, please phone or e-mail the Contract Manager in the first instance:
Name: Dymphna Aspell
Tel: 01252 774227
E-mail: dymphna.aspell@hart.gov.uk
