Professional Documents
Culture Documents
Colleague Handbook
Welcome to Asda!
Thank you for choosing to be part of our family!
At Asda we have always taken great pride in the quality of our colleagues. You have joined a dedicated team of over 140,000
colleagues in the UK, who are also part of Walmart’s global family. We are proud to serve over 19 million customers every week
– whether that’s through our stores or directly to their doors when they order with us online.
Everyone here at Asda shares the same four values: Service to the Customer, Respect for the Individual, Strive for Excellence
and Act with Integrity, so I know I can believe in our colleagues and be proud of the work they carry out every single day.
Employing colleagues who live by these values enables Asda to provide unrivalled levels of service, helping our customers to
Save money and Live better. Trust is at the very heart of our business and I now invite you to play a vital role in Asda’s mission
to be the Most Trusted Retailer.
Colleague wellbeing is really important to us at Asda, which is why we take the time to understand each and every one of our
colleagues and what is important to them. Working in a fast paced environment where change is fuelled by technology and
customer expectations, it is important to us that we regularly review and update our handbook and our ways of working. This
ensures we support our colleagues by enabling them to be trained with the relevant new skills they need to enhance and help
further their career advancement - I know that every individual colleague plays a part in making sure our business remains
successful, whether they work in our stores, depots or home offices.
I want you to make the most of the fantastic development opportunities, so that whatever you want from your career, you can
achieve it at Asda. You can be sure that Asda will invest in you and together we can achieve so much more. Let’s share the future
together.
This handbook is your guide; it highlights what Asda expects of you and what you can expect from Asda.
Thanks again for choosing to be part of our family. I wish you the best of luck in your new role and future career with us .
Hayley Tatum
Contents
4
Introduction 5
Your Handbook 5
Asda’s Mission, Purpose, Values and ‘Being Asda’Qualities Diversity 6
and Inclusion 6
Colleague Communication Colleague 6
Involvement
8
Your Terms and Conditions 9
Your Terms and Conditions 9
Changes to the Colleague Handbook Right to 9
Work 10
Notice Period 11
Confidentiality 11
Punctuality 11
Suspension 11
Other Employment 12
Changes to Personal Circumstances Probationary 12
Period
14
Your Working Week 15
What is my Working Week
16
Breaks
16
Holidays
17
Bank Holidays
20
How We Reward You
21
Contractual and Additional Payments
22
Sick Pay
24
Other Benefits
24
Other Pay Bereavement
24
Leave First Aider
25
Jury Service
25
Tax Queries
25
Travel and Expenses Asda
25
Pension Plan Death Benefit 25
Scheme Bonus 26
27
27
Asda Policies 36
Asda Policies 37
Absence/Attendance 37
Criminal Convictions 38
Disciplinary 38
Dress Standards 38
Ethics 38
Flexible Working 39
Grievance 40
Leaving Asda 40
Corporate Mobile Devices 40
Maternity/Paternity/Adoption/Shared Parental Leave 40
Privacy, Requests for Information and CCTV 40
Public Statements 41
Safeguarding 41
Shopping at Work 41
Smoking 41
Social Media and Information Technology 42
Substance Misuse 42
Whistle Blowing 42
Young Colleagues 42
Introduction
This is your colleague handbook and it has been created to help guide you through the key employment and job
related information you need to know whilst working here at Asda. If the full detail isn’t found within the handbook,
we tell you where you can find out more.
You should read and familiarise yourself with the content of your colleague handbook, which includes information on
a range of areas including your terms and conditions of employment, how we reward you, how we keep you safe and
legal and our key policies. The introduction to ‘Your Terms and Conditions’ section explains which parts of this
Handbook form part of your contract of employment. All other parts are for information or guidance only, and are
Our policies do change from time to time, so make sure you use the People Policies page on WalmartOne, to find the
most up to date version. It is your responsibility to ensure that, when changes are made to policies, you familiarise
yourself with the most current information.
Where the handbook talks about your Line Manager, this means the individual responsible for day to day
management activity within your department. This could be the Manager on duty in your place of work on any
particular day.
Some colleague admin activity is carried out by our HR Shared Service Team, they can be contacted on 0113 291
9000.
We want to make sure we are trusted by our colleagues to treat them fairly and with respect. To give them all the
opportunities they want and to make them proud to be part of our family.
Asda’s Purpose
“Save money. Live better.”
We want to do the best for our customers. Our customers choose to shop with us because they want to save money.
They can spend the money they save on other things – important things for their family, helping them to live better. and Legal
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Asda’s Core Values
1. Service to the CUSTOMER
2. RESPECT for the Individual
3. Strive for EXCELLENCE
4. Act with INTEGRITY
Being Asda
Asda Policies
‘Being Asda’ is what our colleagues strive to be every day. Through the everyday things we all do consistently to
ensure we’re always at our best. ‘Being Asda’ describes six qualities that our colleagues embrace and passionately
demonstrate.
Respecting each other and our differences is crucial to maintaining our fantastic culture. Having diverse teams
is not just the right thing to do, it also helps us to understand our customers better, meaning we can offer great
customer service.
Diversity and inclusion is a key focus at Asda – it is every colleague’s responsibility to create an
environment where colleagues are not only entitled to equality, but are guaranteed equality in an
environment where they can truly be themselves.
We have dedicated groups of colleagues from around the business who focus on promoting diversity in key
areas, such as Disability, LGBT (Lesbian, Gay, Bisexual and Transgender), Gender, Age and Ethnicity. Further
information about just how important diversity and inclusion is to Asda and the responsibilities of each
colleague can be found in the Diversity and Inclusion Policy on WalmartOne.
Colleague Communication
Great communication plays a key part in the success of Asda, so we use different methods to make sure you
are kept up to date with what’s going on in the business and given
the chance to say what you think. We have a culture of involving all of our colleagues in everything we do,
regardless of where in the business you work.
At Asda we understand the importance of listening to your feedback and acting on it. By engaging with our
To find out about how information is communicated in your place of work, speak to your Line Manager.
• Line Manager – can help on most matters and will give general advice and support.
• People Manager – should you feel you need any further support or advice, your People Manager can
provide specialist guidance on a range of subjects, specifically around policy and colleague related
matters.
• Colleague Voice – are a group of representatives trained to listen and represent colleagues’ views.
Asda Policies
Colleague Voice is designed to ensure that our colleagues are an integral part of how our business is
managed and to drive continual improvement. Information regarding the Colleague Voice team
members can be found on the notice boards situated in the colleague areas of your store.
There are three levels of Colleague Voice:
• Local Colleague Voice
• Regional Colleague Voice
6 • National Colleague Voice
For more information on Colleague Voice, refer to the Colleague Voice (Retail) Policy. If you are interested in
becoming a Colleague Voice team member please see your People Manager for further information.
• Colleague Representatives – are trained in all our policies and procedures. Information regarding the Colleague
Representative team members can be found on the notice boards situated in the colleague areas of your store.
Confidential Helplines
• Asda’s UK Ethics Helpline number is 0800 318 405. If after you have spoken to your Line Manager or People Manager
you feel you still need to speak to someone independently about an ethics concern, or you feel unable to raise the
issue with your Line Manager or People Manager, you can report your concerns to this free and confidential helpline.
Your concerns will be passed to the Asda Ethics Officer who will arrange an independent investigation. You can also
report concerns confidentially via the Walmart Ethics website or by sending an email to Asda Ethics at
ethics@asda.co.uk.
• The Colleague Assistance Programme (CAP) number is 0800 316 9337. This is a free and confidential helpline which can
provide help and guidance for anyone who needs extra support in their life. Support is available 24/7, 365 days a year
and includes telephone counselling, legal and financial advice and wellbeing and medical support.
Introduction
Your offer letter (and any subsequent contract change letters), together with the following sections in this
handbook, form your terms and conditions of employment:
They also constitute your statement of employment particulars that you are entitled to under the Employment
Rights Act 1996.
This handbook also contains lots of other information, such as information about Asda policies and non-contractual
Should you want a copy, this handbook can be printed from WalmartOne.
Further information on the policies referred to in this handbook can be found on WalmartOne. Please see your Line
Manager or People Manager if you have any queries.
Right to Work
All colleagues who join Asda are asked to produce documents that prove that they have the right to work in the UK.
This is a legal requirement. If the documentation only provides a temporary right to work, this will need to be and Legal
reviewed regularly. The documentation required will be explained during the recruitment process. During your How We Wil Keep You Safe
employment, Asda may from time to time ask you to produce documents confirming that you still have the right to
work in the UK. If you have a temporary right to work in the UK then it is your responsibility to take all necessary
steps to renew or extend that right and to provide to Asda updated documentation confirming any renewal or
extension. If it is found that your right to work has expired or that you do not have the right to work then you will be
suspended without pay and be required to produce a valid document that proves that you have the right to work
legally within the UK.
Failure to produce these documents may result in the offer of employment being withdrawn or your employment
Asda Policies
being terminated. For further information refer to the Right to Work Policy and supporting documents.
The periods of notice Asda is required to give to terminate your employment are set out below:
The notice periods referenced above apply to colleagues on a permanent contract; notice periods for
colleagues on a fixed term contract may differ and will be set out in the offer letter. In the event there is any
inconsistency between the information in the above table and the terms in the offer letter, the offer letter will
take precedence.
Notice may be given to either party on any day of the week. Notice must be given in writing. Notice will be
deemed to have been served immediately if it is delivered in person, or the day after posting if it is sent by first
class post to the store where the colleague works (in the case of notice from the colleague) or the most recent
contact address for the colleague that Asda has been notified of (in the case of notice from Asda).
Asda will normally require you to work during your notice period. However, once either party has given notice,
Asda has the discretion to exclude colleagues from Asda premises, for all or part of their notice period. During
the part of a colleague’s notice period where they are excluded from Asda premises, colleagues will retain all of
their contractual pay and service and will still be subject to their contractual terms (e.g. confidentiality etc.)
until their notice period ends.
Asda has the discretion to ask colleagues during their notice period to carry out duties which may differ
from their normal duties or to refrain from carrying out any duties.
If Asda agrees a reduced notice period with a colleague, Asda will pay for the reduced notice period only.
Once you have served notice, you may only withdraw it with Asda’s agreement.
Your employment may be terminated by Asda summarily (i.e. immediately, without any notice) if you commit
gross misconduct or gross negligence or if you commit a serious breach of your obligations as an Asda colleague
or of your terms and conditions of employment.
Where you work in a team that handles information relating to Asda’s customers, colleagues or any other individuals, you
must treat all such information in the strictest confidence and in accordance with Asda’s Privacy Policy.
Accessing, using or disclosing confidential information, other than for legitimate business purposes and the proper performance
of your job, will be taken very seriously and may result in disciplinary action up to and including dismissal.
Punctuality
Customers expect us to be available to give them the service they want, therefore all colleagues must avoid lateness. Wages
will be deducted for lateness at the beginning of a shift or if you are late from a break without a reasonable explanation.
One minute will be deducted for every minute you are late. Any colleague who accrues more than 60 minutes of unauthorised
lateness in any rolling four week period may be subject to disciplinary action up to and including dismissal.
Suspension
Asda may decide to suspend you from work in certain circumstances. Alternatively, we may temporarily move you to another
role whilst a matter is investigated or a risk is assessed. Further information on suspension and the circumstances in which it
might be used can be found in the Suspension Policy.
Other Employment
Whilst working at Asda, you must not, without first getting our written consent, be employed in any capacity or for any purpose
whatsoever by any other person or company. This includes carrying out business on your own account. In addition, you must
inform us of any change to any other employment previously notified to us, including any change to your weekly working hours.
If you change your personal circumstances and you do not notify us of this, you may be asked to make good any
incorrect national insurance deductions made through the payroll. Inaccurate records may also affect you
receiving important information or the correct benefits.
You must inform your Line Manager or People Manager immediately if anything changes which could affect
your right to work in the UK (see the Right to Work section).
Probationary Period
We have a 12 week probationary period for all colleagues joining Asda, which is in place to see whether you
are able to meet the standards for the job. During these 12 weeks you should have regular 10 minute reviews
with your Line Manager (and more detailed reviews in weeks four, eight and 12). Please ensure that you book
these reviews with your Line Manager.
We hope that all our new colleagues will have a successful probationary period, but if after any relevant
training and coaching you have not met the required standards then we may extend your probationary period
or decide to end your employment with Asda.
Introduction
Colleagues in store may be required to work a variety of different shift patterns depending on the needs of the
business, such as the level of trade in each store, the hours of operation and the availability and flexibility of
colleagues.
The standard working week for full-time colleagues is 36 hours, which is normally divided into a rota of five days
spread over seven days. The working week for part-time colleagues is agreed individually in store. Colleagues are
contracted to a minimum of eight hours’, however there may be examples of when colleagues are contracted less
than this in very exceptional circumstances.
These changes may be temporary or permanent. This may mean we ask you to carry out tasks with which you are
not familiar. Appropriate training will be given where necessary.
If your new rota attracts a lower rate of pay than your current rota, you will continue to receive the difference
between the two for a period of 12 weeks from starting the new rota. In this way your overall pay would not be
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affected for those 12 weeks. This does not apply if the change to the rota is made at your request.
We’ll ensure that the flexibility requests are used lawfully. This means that we must act reasonably and we won’t
discriminate against anyone on the grounds of a protected characteristic such as age, gender, race, ethnic origin,
religion or belief, maternity or pregnancy, sexual orientation or disability.
Some colleagues are less able to be flexible than others. Imposing changes on those colleagues can be
discriminatory, which we would never want to do. We’ll always consider your individual circumstances when
discussing any changes.
Asda Policies
If we do change your working hours then a failure to attend during the revised hours would be classed as an absence
from work.
If you refuse to carry out different duties, or to change department, this could result in disciplinary action up to and
including dismissal.
We will ask you to confirm your flexibility and availability outside your contracted hours, to ensure that,
wherever possible, we only call upon you when you are most likely to be available.
Please note that if you agree to work an overtime shift on your own or another department and do not attend
the agreed shift, this will be classed as an absence from work.
Breaks
Break entitlements will be determined by the length of your shift. The length of your break will be determined
as set out below:
Holidays
Holiday Entitlement
All colleagues are entitled to the statutory minimum holiday entitlement, which is 28 days in each holiday
year if you work five days a week (and pro-rata for part-time colleagues).
This is 5.6 weeks’ holiday – a week means your weekly contracted hours. If you join Asda part way through the
holiday year, your entitlement will be calculated on a pro-rata basis.
Colleagues with over 20 years’ continuous service are entitled to an additional day’s holiday (pro-rata for part-
time colleagues). Colleagues with over 25 years’ continuous service are entitled to a further additional days
holiday (pro-rata for part-time colleagues).
0 < 20 28
20 < 25 29
25 years or more 30
Your entitlement during any holiday year is determined by your continuous service with Asda on the last day of
the previous holiday year. Colleagues who work fewer hours or who do not work for Asda during the whole year
(such as seasonal colleagues) will receive a pro-rata basic annual holiday entitlement.
A standard day will vary for each colleague according to their contracted hours. If your contracted hours change, your
standard day will increase or decrease.
In addition to the above method of calculating holiday pay, we will ensure that any overtime hours worked in the relevant
statutory reference period, are taken into account when calculating the holiday rate.
Colleagues will be entitled to the higher of the rates produced by the various calculations.
Your rate of holiday pay may increase or decrease throughout the holiday year depending on premium hours and/or overtime
worked by you and your contractual basic hourly rate during the relevant statutory reference period.
Your holiday rate will never be less than your contractual rate of pay.
A reference to any statutory or legislative provision includes a reference to that provision as modified, replaced, amended
and/or re-enacted from time to time.
Bank Holidays
Bank holidays, with the exception of Christmas Day, Boxing Day and New Year’s Day (the festive bank holidays) will be a
normal working day and no premium will be paid.
Colleagues who are rostered to work on a bank holiday will be required to work unless they book a holiday.
Colleagues who are not rostered to work on a bank holiday could be asked to work on these days if additional cover is
required. This would be as either overtime or shift swaps as agreed by you.
The exceptions are 25th December, 26th December and 1st January. We know for many colleagues these festive bank
holidays are special family time so they are voluntary. Colleagues may still be required to work on these dates, and those
who do, will be paid double time. Colleagues who are scheduled to work on 26th December and 1st January, but who do not
do so because they have booked and are taking authorised holiday will not receive any premium or double time payments.
Christmas Day
The majority of stores in Northern Ireland are not currently allowed to trade on Christmas Day. There are some exceptions
within small store formats, specifically Petrol Filling Stations.
Easter Sunday
The majority of stores in Northern Ireland are not currently allowed to trade on Easter Sunday. There are some
exceptions within small store formats, specifically Petrol Filling Stations.
Colleagues who are contracted to work on Easter Sunday but who are not required to work on Easter Sunday
have the choice of:
• taking paid holiday from their annual basic holiday entitlement
• taking a day’s unpaid leave; or
• making up their hours in the previous or following week.
If any colleague is contracted to work and wishes to work on Easter Sunday, they should raise this with their
Manager who will clarify if alternative duties can be made available for them on Easter Sunday even though
their store will not be open.
Any colleague who works on Easter Sunday will be paid at their basic hourly rate of pay for any hours that they
work.
Seasonal Colleagues
As a seasonal colleague, your holiday entitlement calculation is based on the number of weeks you work
for Asda in the holiday year and the contracted hours worked by you during those weeks.
For example, the basic holiday entitlement (see the ‘How is my Entitlement Shown on my Payslip?’ section) of a
seasonal colleague with 5 years’ service who works 20 hours per week for ten weeks in a holiday year would be
21.5 hours in that holiday year.
Seasonal colleagues should not book any more basic holiday than this during the holiday year, despite what
their payslip might show. This is because if you are a seasonal colleague, the basic holiday shown on your payslip
during your work periods will not show your correct holiday entitlement.
During your work periods, your payslip will show the basic holiday entitlement that would be due to you if you
were to work the weekly contracted hours until the end of the holiday year, rather than only to the end of your
work period. As a seasonal colleague, you will only actually accrue holiday during your work periods, not during
your non-work periods.
All seasonal colleagues are required to take any holiday accrued by them during a work period within that work
period. If they do not, it will be taken in the weeks immediately following the work period in question and it is
not necessary for them to book this holiday, it will be processed automatically.
If, during any holiday year, a seasonal colleague takes more holiday than they were entitled to, they will be
obliged to reimburse Asda for the holiday pay paid to them in excess
of their entitlement. Alternatively, Asda may recover any such monies by deducting an equivalent amount from
the colleague’s pay.
However, you must always book and receive authorisation before booking holiday or travel arrangements.
All holiday must be requested at least four weeks in advance. However, when you request two or more consecutive weeks of
holiday in any holiday year, you should give a minimum of three months’ notice of the requested dates to your Manager, to
ensure your best chance of getting the time off you would like.
Holiday will not be granted at the following times due to operational needs:
• The week before Christmas through to 1st January inclusive
• The week before Easter Sunday
There may be some exceptional circumstances where holiday is granted at the discretion of the General Store Manager/Store
Manager. This would be dependent on trading patterns and customer needs.
Holiday Planning
It is your responsibility to ensure your holiday entitlement is taken. Payment in lieu of holiday not taken will not be made and
holiday may not be carried over into the next holiday year, unless a colleague has been unable to take their holiday due to
sickness. Please see the Health and Wellbeing policy for more details.
To ensure holidays are taken and to allow us to plan effectively, colleagues should book their main holidays as below:
Holiday Dates Holiday To be booked by…
April – December 20 standard days 31st January
January – March 8 standard days 30th September
If you have taken more basic holiday than your accrued entitlement at the date of termination of your employment, you will
be obliged to reimburse Asda for the holiday pay paid to you in excess of your accrued entitlement or Asda may deduct the
appropriate amount from any payments due to you.
If your employment terminates part way through a holiday year, you are entitled to 1/12 of your yearly basic holiday
entitlement for each complete month of service in that holiday year.
Sunday Working
Information about Sunday working can be found in the Sunday Working Policy.
Introduction
How do I get paid?
You will be paid every four weeks (one week in arrears) directly into your bank or building society account. It is your
responsibility to ensure that your correct bank or building society details are recorded on WalmartOne. If your details
are incorrect or if you do not provide them when asked to do so, it may result in your pay being delayed.
If you have a query regarding your pay, it is important that you raise this with your Line Manager. In cases when your
Line Manager cannot resolve your query you should refer it to your People Team. If you don’t have a People Team
In the unlikely event that an overpayment is made to you in error, this will be recovered at the earliest opportunity (i.e.
usually the next pay day) and this will normally be discussed with you. In some cases the recovery may be referred to a
third party company to handle.
If you work during the day, you will be paid the base hourly rate for daytime working, even if you usually work a night
shift.
If you fail to serve and/or work your contractual notice period, you will only be paid for the period of notice that you
work (unless Asda has asked you not to work). In the event of any absence due to illness during your notice period, we
reserve the right at our absolute discretion not to pay all or any part of Company Sick Pay which may be due.
To understand what happens to your outstanding holiday pay when you leave, refer to the section on Holidays. and Legal
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Sick Pay
Retail Hourly | Colleague Handbook
What pay will I receive whilst I am absent due to illness?
Statutory Sick Pay (SSP) is paid to all colleagues who qualify. If absent through illness, you must claim SSP by
To qualify for Company Sick Pay (CSP) you must have been employed continuously for at least 39 weeks
immediately before a period of sickness absence. CSP (also known as Occupational Sick Pay or OSP) makes
up the payments made under SSP rules to your normal contractual rate of pay.
If you do not qualify for SSP because your earnings are below the lower earnings level, then you will receive
The number of weeks for which CSP is paid will depend upon your length of service. When you are absent from
work, once your People Team or HR Shared Service have received
the necessary documentation, a sick pay claim will be made for you. Any payment of SSP or CSP due will be
shown on your pay slip. If you are not eligible for SSP for any reason you will be sent an SSP1 form direct from
our third party payroll provider which includes a claim form for Incapacity Benefit with full instructions. On
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receipt of the SSP1 you should contact the Department for Work and Pensions.
Asda will pay SSP for the first 28 weeks of a period of absence.
Asda Policies
How does CSP entitlement work?
The CSP year runs from 6th April and sick pay entitlement is related to continuous service as shown later. If you
have any new periods of absence which occur within the same year, this would be deducted from the
entitlement shown. Any unused entitlement will not
be carried forward into a new CSP year. The linking period for CSP is two weeks (14 calendar days).
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When sick pay entitlement starts or increases, the new entitlement is pro-rata to the balance of that CSP year. If you do not
qualify for this entitlement until after the start of the CSP year then your CSP will be pro-rated, reflecting the number of months
remaining of that CSP year.
For example, if you joined Asda on 1st November and went off sick from January 14 months later to the end of March of the
same year. In January when you went off you have 14 months’ service yet receive only four weeks CSP because:
• You would trigger entitlement at 39 weeks’ service on 1st August in the year between when you joined Asda and the
year you went off sick.
• Your CSP entitlement for the full CSP year is six weeks
• August to March is only eight months (2/3rds of the remaining sick pay year) so the CSP entitlement of six weeks is pro-
rated to 2/3rds, which is four weeks
When CSP has expired, if you continue to be absent into the start of a new sick pay year, you will not receive a new yearly
entitlement. This will only happen once you have returned to work and if you are absent again later in the year after the CSP
linking period.
For the first seven calendar days of an absence, you should complete a self-certificate form, which is available in store. A
medical certificate from a GP must be provided for absences of more than seven calendar days. This must be given to your
People Team or HR Shared Service on the eighth day of absence.
If a certificate is not provided on time to cover your absence, this may result in the AWOL (Absent Without Leave) procedure
being invoked. We may ask, in exceptional circumstances, for a medical certificate to be provided for absences of less than
seven days. If a charge is incurred from your GP for the provision of this, we will refund the cost to you.
If you are regarded as incapable of work because you could be a carrier of infection, or where there are other precautionary
medical reasons, your first three days of absence which would ordinarily be your ‘waiting days’ will be considered for CSP
payment (see Infectious/Contagious Diseases). This also applies if you have an accident at work and are taken to hospital.
Sick pay always takes precedence over bereavement, paternity, holidays, suspension and many other payments that you
might otherwise be entitled to receive. You can take annual holiday whilst absent from work on sick leave, but cannot be paid
both holiday pay and CSP for the same period of time. You will however (if eligible) be paid SSP. The holiday booking and
authorisation process must be followed as usual for any requests (refer to the section on Holidays).
It is important that you do not delay notifying your sickness absence, as this can result in your sick pay being
delayed. Any period of absence not covered by a fit note when one is needed cannot be processed for sick
claims, therefore you will not receive any sick pay if you do not provide the relevant fit notes.
In cases where you are able to claim against a third party and/or insurance policy, e.g. road accident or
sporting injury, you must make a claim for compensation or you will not be entitled to CSP. Asda will pay
you as though you were entitled to CSP however it will be a temporary interim payment, which you will be
required to repay to Asda when
compensation has been received by you. Entitlement to future CSP will then be restored to the extent of the
interim repayment made.
Other Benefits
Asda may from time to time provide you with other benefits which are not mentioned in the first part of this
section of the Handbook. Unless Asda explicitly states that it intends such benefits to be contractual, all such
benefits shall be discretionary, and Asda may withdraw, replace or amend them at any time.
Other Pay
This information does not form part of your terms and conditions of employment.
Bereavement Leave
You are entitled to bereavement leave for up to two weeks with pay in the event of the death of a:
• Husband, wife, live in partner, civil partner, child, parent, brother or sister, parent-in-law, son or
daughter-in-law, step parent, step child, step brother or sister, partner’s parents, grandparent,
grandchild, brother or sister- in-law, niece or nephew.
Payment is calculated on a pro-rata basis for part-time colleagues equivalent to contracted hours.
First Aider
If you hold a current authorised First Aid certificate and are appointed by Asda to perform the duties of a First Aider, you
will receive an additional payment. This is paid as an additional allowance for contracted hours only and is not included in
the calculation of holiday pay or sick pay. This payment ceases if a First Aider is no longer required or if you do not wish to
continue in the role, or if the First Aid certificate lapses, except if this is immediately before a refresher course.
25 Retail Hourly | Colleague Handbook
Jury Service
Leave will be granted should you be required to attend jury service. You must claim an allowance from the court for attending
and Asda will make up any loss of earnings between your normal basic rate of pay and the amount received from the court. You
will need to let your Line Manager know as soon as you have received notice to attend jury service and provide them with a
copy of the letter and the forms that you have been sent. Further information can be found in the Jury Service Policy.
Tax Queries
In order for you to have the correct tax code when you start working for Asda, you must hand your P45 to your Line Manager or
People Manager. If you don’t have a P45 or have not worked recently, you will be provided with a P46, which you need to
complete as soon as possible.
Tax codes are issued by the HMRC and we are unable to alter your code without authorisation from them. If you have a tax
query, you must contact the tax office (details below). This office deals with all Asda colleagues, no matter where you live or
work and will be able to help. However, another colleague or Asda Manager cannot speak to the tax office on your behalf.
HMRC
Castle House
31 Lisbon Street
Leeds
LS1 4SA
The above details are also shown on your payslip along with your National Insurance Number.
Further details are available on the Asda Pension Plan website at www.landg.com/asdapensionplan
The Asda Pension Plan is run in accordance with its Trust Deed and Rules, which may vary from time to time.
The details below are a summary of the benefits provided by the Plan, but in the event of any difference
between the summary and the Trust Deed and Rules, the Trust Deed and Rules will always apply.
When you first join Asda we will look to see if you meet the conditions for automatic enrolment into the
Asda Pension Plan. These conditions are that you are aged 22 or over, below State Pension Age, and that you
earn more than a certain amount each pay period (the Government changes this amount each year). If you
meet these conditions for three pay periods you will be automatically enrolled in the Asda Pension Plan. This
is a legal requirement. After you have been enrolled you will have a choice of remaining as a member, or you
can opt-out.
If you do not meet the conditions for automatic enrolment we will continue to check each pay period, and if you
meet the conditions in the future you will be automatically enrolled unless you have already joined voluntarily.
Once every three years if you have been automatically enrolled but chosen to opt-out, you will automatically
be re-enrolled if you still meet the conditions. You will again have the option to opt-out.
You can also join the plan at any time by completing a joining form. You can get this form from the Asda
Pension Team by calling 0113 826 4854 or by emailing pensions@asda.co.uk
If you were contributing to the Step Up section of the Asda Pension Plan, as of 2nd January 2018 and have
remained a member of the Plan are aged under 75, and you die whilst you are employed by Asda, you
qualify for a lump sum payment equal to four times your gross earnings in the tax year prior to death as
shown on your P60.
If you would like to let us know who you would like to receive any lump sum which is payable you can
complete an Expression of Wish Form which can be obtained from
www.landg.com/asdapensionplan/documents-forms-tools/expression-of-wish-form/
If you have had any unpaid sick leave in the tax year prior to your death, this benefit will be based on your
contractual pay at death if this is higher than the prior year P60 earnings. Asda reserves the right to change
or stop the scheme at any time. Also there may be changes in legislation that change how the scheme
operates.
No colleague has a contractual right to death benefit under their contract of employment with Asda. For further information
Bonus
Here at Asda, our discretionary bonus scheme is available for all eligible colleagues to participate in. If you are an hourly paid
colleague, in order to be eligible, you must have six months’ continuous service at the end of the bonus year (31st December).
Also, to qualify for a bonus payment you must still be employed, not have resigned, served notice or been served notice to
terminate your employment at the date the bonus is actually paid.
Details of your maximum bonus opportunity will be communicated to you throughout the year. However you do not have a
contractual right to receive a bonus.
Bonus payments are at the discretion of Asda and Asda reserves the right to alter or discontinue the scheme, or any colleague’s
participation in it, at any time. This may include, for example, changing the metrics used to access bonus entitlement, the
targets for any year or the maximum bonus opportunity. Changes may be made during the course of the bonus year. Any bonus
payment will be subject to the Bonus Policy in force from time to time. For further information speak with your Line Manager or
People Manager.
You can obtain discount in any Asda store across the UK and any global Walmart store which operates the discount card system,
subject to the scheme rules of that particular country. A valid card entitles you to 10% discount on Asda purchases throughout
the store and on george.com. Some exclusions apply.
You will receive an additional 10% off all Food to Go items (normal colleague discount rules apply).
Asda reserves the right to change or stop the scheme at any time. Any breach of the rules relating to your
discount card by yourself or your nominated user may result in disciplinary action up to and including dismissal.
Further information can be found in the Colleague Discount Policy.
You may be awarded Asda Star Points when you do something that makes you shine out for the great job
you’ve done or the great service you’ve delivered. It may be because you have done something that is above
and beyond what is expected of you, or you may be someone who constantly delivers to a high standard.
Our website asdastars.com not only allows you to save and spend the star points you’ve been awarded in a
range of different ways, but also lets you send free e-cards to other colleagues. Asda may stop or change the
Asda Star scheme at any time.
Long Service
We value your commitment and loyalty at Asda. As you progress in your career we will celebrate with you
along the way, particularly when you reach important milestone years. Further information on how we
recognise long service can be found in the Long
Service Policy.
Retirement
We have a flexible approach to retirement, meaning that we will support you to continue working with no
upper age limit. We simply ask you to let us know when you intend to retire, so we don’t automatically assume
you wish to continue working!
If you have at least five years’ service when you choose to retire, you may be eligible for certain retirement
recognition benefits. Further information can be found in the Retirement Policy.
Introduction
The Health and Safety Policy demonstrates that we are committed to providing a safe, legal and trusted place for our
colleagues to work and our customers to shop. For further information see the policy on WalmartOne or on the
Compliance notice boards. Any breach of the policy may lead to disciplinary action up to and including dismissal.
First Aid
We have trained first aiders to deal with injuries. First aid boxes are located around the building, and these boxes are
easily identified. The names of your first aiders will normally be on display in the reception area, on an In/Out notice
board or near the first aid boxes.
To ensure our business remains a safe place to work and a safe place to shop, all colleagues must:
• Comply with all Asda policies and procedures
• Work in accordance with the training you have been provided at all times, and only use equipment that you have Legal
been trained on How We Keep You Safe and
• Report all accidents and incidents in line with Asda Policy
• Use all protective clothing and equipment provided in accordance with the instructions and your training
• Remove any faulty equipment from use and isolate it immediately, report it to a Manager and ensure that it is not
used until it is repaired by a competent person
• Take responsibility for keeping your place of work clean, tidy and safe by following Clean As You Go
• If you see something that is unsafe (e.g. blocked fire exits or a spillage on the floor) take action immediately and
inform your Line Manager
• Set a good example, and if you see someone acting unsafely, challenge their behaviour and report it to your Line
Asda Policies
Manager
If you are an open food handler, you must wash your hands when entering the department and regularly
throughout the day, especially after handling raw foods, visiting the toilet, cleaning, handling of rubbish or food
waste, sneezing, blowing your nose, and after your breaks. You will receive food safety training relevant to your
role and responsibility.
Asda may issue further instructions or policies in relation to food safety and hygiene, and you must comply with
these instructions and policies at all times. Relevant policies and procedures will be made available on
WalmartOne.
We will provide you with approved cleaning chemicals that remove dirt and grease and reduce any potentially
harmful bacteria to a safe level. Any chemicals used will be appropriate for the task and must be used in
accordance with the accompanying safety instructions and with any personal protective equipment where
appropriate. No other cleaning products may be used. This includes products that are in store for sale to
customers. You will be trained on how to use the chemicals, cleaning materials and equipment provided, and
you must report any damage or defects immediately to a Manager.
Challenge 20
Keeping food at the correct temperature is essential to support food safety, quality and shelf life. The principles
of Challenge 20 must be followed by all colleagues handling chilled or frozen food.
Remember to always:
• Ensure chilled / frozen cabinets
• Follow merchandising briefs
• Close doors to back up chillers once you have finished working in them
Date Codes
Many foods sold in our stores have a date code. It is everyone’s responsibility to ensure that no food products
are offered for sale past their specified date code. When merchandising fixtures always ensure you check
dates when rotating stock to help ensure the shortest life products are at the front.
Pest Prevention
Pests can seriously affect food safety and they can be very difficult to eradicate once established, therefore not
attracting pests and preventing pests gaining ingress to our premises is important.
Allergens
Some people are allergic to certain foods, therefore it is important to ensure that we clearly signpost any allergen information to
our customers, to ensure they have all of the information required to make informed decisions about the food products they
purchase.
Infectious/Contagious Diseases
If you suspect that you or any other member of your household is suffering from an infectious or contagious disease you must
inform your Line Manager immediately, in the interest of food safety and hygiene.
In these circumstances, you should consult your doctor and if necessary obtain a medical certificate. If you are eligible, the Asda
Sick Pay Scheme will apply. Self-certification is not acceptable in these cases.
Security
Access Control Systems
For the safety and security of colleagues and visitors, card operated access control systems are used in the vast
majority of our stores. Stores without access cards use a secure key pad system instead. The card you are
issued is unique to you and must not be used by anyone else. It is important that you do not give your card to
others for them to use, as this will be taken seriously and may result in disciplinary action up to and including
dismissal.
You can also speak confidentially and anonymously to our independent third party helpline on 0800 318 405,
who will pass the information on to the Senior Director of
Operational Security.
Parking
Your store may have a designated area where you can park your vehicle. Your vehicle is parked at your own
risk and Asda does not accept liability for loss or damage to vehicles or other property left in the car park.
Some stores do not have designated colleague car parks and any parking costs incurred will not be
reimbursed by Asda.
Personal Property
We advise you not to bring valuables into work because despite our best efforts, it is not always possible to
guarantee security. Any personal items you do bring to work must be stored in the locker provided for you. If
you do bring property or valuables to work and they are stolen or damaged, Asda will not be responsible.
1. First, try to run – If it’s safe to and there’s a clear route, get away from the threat. Take other people with you if you
can, and leave your personal belongings behind.
2. If you can’t run, hide – Find cover out of view of any attacker, and be as quiet as possible. Remember to make
sure your phone is silent. If you can, lock or barricade yourself in and move away from doors and windows.
3. When you’re safe, tell – When it’s safe to, call 999 and give as much information as you can,
specifically:
• where the attackers are, and whether they have any hostages
• how many there are, what they look like and if they’re armed
• if anyone’s hurt and what the situation is where you are
4. When the police arrive – At first, the police may not be able to distinguish you from the attackers – they may
point guns at you, treat you firmly and ask you questions. Try to stay calm, avoid sudden movements and keep your
hands visible. Follow their instructions, and don’t do anything to hinder their progress.
Asda colleagues should be able to come to work without fear of violence, aggression, abuse or harassment and our
customers should have a safe place to shop. There is zero tolerance towards any violence and aggression directed at
colleagues and we are committed to reducing and controlling the risk through preventative measures. Further information
can be found in the Non Violence and Aggression Policy.
Contact the Operational Security Team at lposa@asda.co.uk if you have any questions.
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Introduction
The policies detailed and referred to within this section do not form part of your terms and conditions of
employment.
Asda reserves the right to review, amend, replace or remove existing policies and/or introduce new policies from
time to time to reflect the changing needs of the business and/or to comply with changes in legislation or other legal
developments.
Absence/Attendance
Failure to notify your absence correctly may affect sick pay claims and may also result in disciplinary action. When
you have been absent from work you must contact your store and speak with your Line Manager or another member
of the leadership team on the day before you intend to return to advise them of this, otherwise they will cover your
shift and you may be refused work and therefore pay.
We monitor absence so that all cases are dealt with fairly and consistently. In cases of persistent regular absence
and/or where absence causes a concern, this will be managed in line with the
Attendance Policy.
Absences that occur within your probationary period will be treated seriously as we would not expect you to be
absent during this time without good reason. If more than one absence has occurred during your probationary
and Legal
How We Wil Keep You Safe
period, it may lead to an unsatisfactory probationary review and may result in the termination of your contract.
Further information can be found in both the Attendance and Health and Wellbeing Policies.
Occupational Health
Occupational Health is a service used in cases where additional medical advice is needed where a medical condition is
impacting on your ability to carry out your role. If you are referred to Occupational Health, you will be expected to
discuss your condition with a health care professional. This will usually be via telephone or in exceptional cases this
may be face-to-face. Our Occupational Health providers are medically trained professionals and give independent
advice and guidance on how we can support you. Asda will cover the cost of this service. If you unreasonably refuse
Asda Policies
to attend an appointment, or to co-operate fully with the assessment, Asda reserves the right to withhold company
sick pay at our discretion. Further information can be found in the Attendance and Health and Wellbeing Policies.
Criminal Convictions
Regardless of role, you have a responsibility to inform your Line Manager or People Manager if you are
charged with and/or convicted of any criminal offence whilst working for Asda, as it may affect your eligibility
to carry out your role. Failure to do so may result in disciplinary action up to and including dismissal.
If you declare a criminal conviction, an investigation will be carried out to determine any impact the offence
may or may not have on your employment, and a decision will be made as to whether you may continue in your
current role, transfer to an alternative role, or if your employment should be terminated.
Disciplinary
As an Asda colleague, there are certain expectations when it comes to your behaviour and conduct both at
work and during functions or social events that have been organised by Asda or Asda colleagues.
Whilst we are sure that your behaviour will be in line with Asda’s expectations, and that you will adhere to
Asda policies, any conduct related issues or breaches of policy will be treated seriously and may result in
disciplinary action up to and including dismissal. Further information can be found in the Disciplinary
Policy.
Dress Standards
Maintaining a smart and presentable standard of dress at all times is really important at Asda. As a colleague
you are an ambassador of the Asda brand and that’s how we want you to look and feel.
You are required to comply with dress standards at all times which, for reasons that include health and safety
regulations, may vary depending on where you work. If you are visiting a location within Asda where you do not
usually work, you must ensure that you comply with the dress standards for that specific area of the business.
Further information can be found in the Dress Standards Policy.
Ethics
At Asda we put doing the right thing at the heart of everything we do and as an Asda colleague, we expect
you to act honestly, openly, fairly and in accordance with the law and to each other, customers and suppliers
with respect and always act in the best interests of the business. The Statement of Ethics will introduce you to
the behaviours and conduct that we expect and will help you recognise situations that might come up which
would be a breach of our company ethics. The Statement of Ethics can be found on WalmartOne or at
www.walmartethics.com. Doing the right thing is also about speaking up when we see conduct which is
against our culture of integrity. The Statement of Ethics will also give you information about how to raise
concerns. Some concerns must be raised to Asda Ethics immediately (see the Statement of Ethics for more
information).
Whilst this guide cannot cover everything the Statement of Ethics, will help you to understand what we expect
from you and everyone who works for Asda when it comes to acting ethically. If you have any questions, you
can contact our Ethics team for more information.
To ask a question about the Statement of Ethics, or to raise a concern, you can contact Asda Ethics on ethics@asda.co.uk
0800 318 405 or using www.walmartethics.com. Concerns can be raised anonymously and confidentially
Conflict of Interest
You are expected to act in the best interests of Asda at all times and so it is important that your judgement is not influenced,
or might appear as being influenced, by the possibility of personal benefit. If you think there is any possibility that your
specific circumstances may cause a conflict of interest, you must inform your Line Manager immediately. Managers are
encouraged to bring possible conflict concerns to the attention of Asda Ethics for advice.
You should always be aware of how the act of accepting a gift might be viewed by the public, by other suppliers or other
colleagues. You should ask yourself “would this business offer me this gift or gratuity if I wasn’t working for Asda?”. If the answer
is “no” or unclear, you should not accept it.
You should not accept a gift or gratuity from a customer for work performed in any Asda premises.
Political Activities
With the exception of lobbying for changes in legislation, Asda will not become associated with a political party to
promote Asda’s interests to the government or any opposition party or build
relationships with MPs and other officials who influence the regions in which Asda stores operate.
Flexible Working
We understand that in order to balance work commitments with your personal life you may wish to request to work flexibly.
There are a range of flexible working options open to you, which will help you to find the perfect work-life fit between your
individual needs and meeting your objectives at work.
Further information can be found in the Flexible Working Policies.
Leaving Asda
We’re sure that you will enjoy working for Asda and want to stay with us for a long time. However, if the time
comes for you to leave, a process will be followed to ensure your exit from the business is smooth and
uncomplicated. This will include exploring the reasons behind your decision to leave, checking how many
holidays you have taken and arranging for the return of any Asda property such as uniform, locker keys, swipe
cards etc.
Asda reserves the right to charge colleagues for any property such as laptops, mobile devices, uniform,
locker keys, cards etc that have not been returned. Further information can be found in the Leavers Policy.
If you are required to drive a vehicle as part of your job role, it is important that you understand the
consequence of using any hand-held mobile or other device whilst driving a company vehicle.
Improper use of mobile devices both inside and outside of the workplace or whilst driving a company vehicle
will be taken seriously, and may result in disciplinary action up
to and including dismissal. Further information on mobile phone use can be found in the Corporate Mobile
Devices Policy.
Some types of Personal Information are especially sensitive and must only be used for very specific
purposes. When we handle Sensitive Personal Information it must be in line with Asda Policies; this
information must only be used as outlined in Asda Policies and Processes. Further information can be found
in the Privacy section of Walmart One.
CCTV
We use CCTV in all of our sites where there is a business need to monitor for one of the following purposes:
(a) Ensuring the safety of our colleagues and customers and for the prevention and detection of crime
(b) Investigation of accidents
(c) Establishing whether civil claims for damage to property (Asda property or third party property) might exist
(d) Colleague investigations relating to suspected breach of Asda policy
(e) Car park management and remote access control
(f) Training and awareness
(g) To understand operational efficiencies or challenges
Any misuse of CCTV will be investigated and may result in disciplinary action up to and including dismissal.
Public Statements
At Asda, we have a Public Relations Team who work closely with the press and media. Colleagues who do not work within the Public Relations Team are not permitted to
provide statements to the press or media. This is to ensure only factually correct information is given. If you are approached by anyone claiming to be from the press or
media and asked to give a statement on Asda’s behalf, you must decline to comment and inform your Line Manager immediately.
Safeguarding
Depending on the type of role you carry out at Asda, you may be required to have a safeguarding check, which shows details of previous criminal convictions. If your job role
is subject to either an enhanced or basic safeguarding check, any offer of employment is conditional upon receiving a satisfactory check. Further information can be found in
the Safeguarding Policy.
Shopping at Work
We want you to enjoy not only working at Asda, but also shopping at Asda and to help you do this in the right way, there are rules and guidelines that we expect you to
follow.
Further information can be found in the Shopping at Work Policy and the Statement of Ethics.
Smoking
We provide designated smoking areas for the use of cigarettes, e-cigarettes and nicotine inhalers, should you wish to use them. It is important that you understand where
the smoking area is at your specific work location and that you have read the Smoking Policy, as smoking in an undesignated area on Asda premises, or in any Asda vehicle
will be taken seriously and may result in disciplinary action up to and including dismissal. Further information can be found in the Smoking Policy.
41
Substance Misuse
At Asda, we take our responsibility to provide a safe and healthy working environment seriously. The misuse of alcohol and drugs may jeopardise this.
You must not be under the influence of, possess, use or sell illegal drugs, psychoactive substances or alcohol whilst on company premises or whilst carrying out work activities. You must
not consume alcoholic drinks on Asda premises, including at a function or event organised by Asda, unless specific authority has been given and the alcohol has been made available by
Asda.
Any colleague suffering from a substance dependency problem or addiction who comes forward and asks for help will receive support. In some areas of the business colleagues may be
subject to random or for-cause alcohol and drugs testing. If you are found to have used drugs or alcohol in the work place, or tested positive for an alcohol and drugs test, or if you arrive for
work in an unfit state, it will be treated seriously and may result in disciplinary action up to and including dismissal. Further information can be found in the Substance Misuse Policy.
Whistle Blowing
Whistleblowing means raising a concern or reporting wrongdoing in the workplace. Colleagues who come forward with concerns play and important role in maintaining a healthy, respectful
and productive workplace, as well as protecting our colleagues, our customers and our community. We would expect and encourage you to bring to our attention any concerns you have
about possible illegal or unsafe practices or any wrongdoing that may impact on our colleagues, the public or Asda’s interests. Concerns can be raised to your Line Manager, another
Manager or to Asda Ethics. Any concerns raised will be treated confidentially.
All colleagues have an obligation to report certain concerns to Asda Ethics these are: Bribery, Misconduct of an Asda VP or SVP, Fraud or theft greater than £65,000 and involving a
colleague, incorrect records or accounting, information systems hacking and Global corporate brand reputational risks. Failure to report these concerns or failure to disclose information
relating to serious or dangerous malpractice including safety, security or dishonesty it will be regarded as a serious matter and may result in disciplinary action up to and including
dismissal.
Asda will not tolerate retaliation against colleagues who raise concerns, or participate in any investigation following a concern being raised. Victimising others = may result in disciplinary
action up to and including dismissal. Further information can be found in the Whistleblowing Policy.
Concerns can be raised anonymously and confidentially.
Young Colleagues
It is important that we provide a safe working environment that complies with the law for all of our colleagues, and in the case of young colleagues we have additional legal obligations.
If you are a young colleague (aged 16 or 17), there are certain legal restrictions such as where you can work, the types of tasks you can carry out and how often you must take rest periods.
If you line manage a young colleague, it is also important that you understand what these legal restrictions are. Further information can be found in the Young Colleagues Policy.
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Receipt
I have today received my personal copy of the Colleague Handbook.
I understand it is my responsibility to read and familiarise myself with the contents of the handbook.
Name:
Signed:
Date:
Notes
Name: Walmart Number: