Employment Tribunal Claim (Second) Withdrawal Letters Circulated to Employment Tribunal Applicants and Back Pay Arrangements

Further to LTB 412/21 circulated on 29^th September 2021, at the time of writing this update in excess of 50,000 CWU members have received back pay as a result of the Average Holiday Pay Agreement. This figure included the majority of colleagues who after having submitted an ET claim, had returned the necessary letter withdrawing their claim by the first cut-off date and were then included in the regularity calculation for the initial back pay on 8^th October 2021 for weekly paid.

Unfortunately, approximately 2,500 members did not respond to the initial correspondence. Therefore, a second letter was circulated from the CWU Legal Services Department to these people requesting that they return their letters by 8^th October 2021 so that any back pay they may be entitled to could be calculated by Royal Mail Group and paid on the 22^nd October 2021.

Whilst around 1800 members responded to the second letter, over 700 responses are still outstanding and these members will be sent a third letter in early November 2021.

There has been a significant increase in the associated workload involved in processing this data both at CWU Headquarters and for Royal Mail Group. There has also been a large volume of enquiries that have been received. As a result, it has been agreed to defer the next date for back pay to those that have withdrawn and meet the qualifying criteria to 12^thNovember 2021. This will include members who have withdrawn Employment Tribunals and missed the cut-off date for the initial payment and those who have responded to the second letter by 5^th November 2021.

Whilst members will be disappointed by this delay, this has been unavoidable but will help to ensure that there is adequate time for all data to be processed by Royal Mail Group. Those members who fail to respond by the cut-off date of 5^thNovember 2021 will not be included in the regularity calculation for the next payment of back pay and will have to wait for a future payment date to be agreed.

Finally, all members are also assured that the previously published dates for the first interim holiday payment is unaffected and remains as 26^thNovember 2021 for weekly paid and 30^th November 2021 for monthly paid.  Branches will recall that the interim payments are not dependent upon the withdrawal of a current Employment Tribunal case and that everybody will be included in the regularity calculation.

Branches will understand that this remains a complicated process and your patience and assistance is appreciated.

Yours sincerely,

Terry Pullinger

Deputy General Secretary (Postal)      

LTB 445/21 – Employment Tribunal Claim (Second) Withdrawal Letters Circulated to Employment Tribunal Applicants and Back Pay Arrangements

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Employment Tribunal Claim (Second) Withdrawal Letters Circulated to Employment Tribunal Applicants and Back Pay Arrangements

Further to LTB 412/21 circulated on 29th September 2021, at the time of writing this update in excess of 50,000 CWU members have received back pay as a result of the Average Holiday Pay Agreement. This figure included the majority of colleagues who after having submitted an ET claim, had returned the necessary letter withdrawing their claim by the first cut-off date and were then included in the regularity calculation for the initial back pay on 8th October 2021 for weekly paid.

Unfortunately, approximately 2,500 members did not respond to the initial correspondence. Therefore, a second letter was circulated from the CWU Legal Services Department to these people requesting that they return their letters by 8th October 2021 so that any back pay they may be entitled to could be calculated by Royal Mail Group and paid on the 22nd October 2021.

Whilst around 1800 members responded to the second letter, over 700 responses are still outstanding and these members will be sent a third letter in early November 2021.

There has been a significant increase in the associated workload involved in processing this data both at CWU Headquarters and for Royal Mail Group. There has also been a large volume of enquiries that have been received. As a result, it has been agreed to defer the next date for back pay to those that have withdrawn and meet the qualifying criteria to 12th November 2021. This will include members who have withdrawn Employment Tribunals and missed the cut-off date for the initial payment and those who have responded to the second letter by 5th November 2021.
 
Whilst members will be disappointed by this delay, this has been unavoidable but will help to ensure that there is adequate time for all data to be processed by Royal Mail Group. Those members who fail to respond by the cut-off date of 5th November 2021 will not be included in the regularity calculation for the next payment of back pay and will have to wait for a future payment date to be agreed.

Finally, all members are also assured that the previously published dates for the first interim holiday payment is unaffected and remains as 26th November 2021 for weekly paid and 30th November 2021 for monthly paid. Branches will recall that the interim payments are not dependent upon the withdrawal of a current Employment Tribunal case and that everybody will be included in the regularity calculation.
 
Branches will understand that this remains a complicated process and your patience and assistance is appreciated.

Yours sincerely,
 
Terry Pullinger
Deputy General Secretary (Postal)

Royal Mail & CWU National Joint Statement – Capture Photo on Delivery – Phase 1 Deployment

As Branches are aware, Royal Mail faces an increasingly competitive landscape both in the letters and parcels market. The future success of Royal Mail is dependent upon the ability to offer customers products that meet current and future needs, excellent customer and quality of service, and value for money. Royal Mail and CWU are jointly committed to securing this objective by working together to understand and achieve industry leading customer service in all aspects of delivery & collection and in order to improve our member’s terms and conditions whilst providing job security.

Increasingly, large Account Customers are asking carriers to capture a photographic image as proof of delivery and in a post COVID world, they see this as a better alternative to replace the need to capture a signature. Their rationale for wanting this capability is that it helps to reduce denial of receipts. Other competitors already offer this capability as do Parcelforce. To retain and grow the market share, Royal Mail and the CWU are committed to act quickly and to enable this capability within the Royal Mail Core Network. 

Deployment Phases 

Phase 1 – Pre-Peak 

Royal Mail has secured new business from a leading fashion brand and has given this customer a commitment that the capability to capture a photographic image at the doorstep will be deployed pre-Peak, on the Tracked 24 & 48 product. This capability is expected to go live from the 4th November 2021 and will be enabled on our new PDAs.

The process to capture a photo on delivery will be event driven on the PDA, as with the Safeplace image capture process. The PDA will have new screens built to guide Delivery colleagues through the process when a photo is required and will be completed with the door open. If there are multiple parcels for delivery, only one photo of all parcels is required.

Phase 2 – January to April 2022 

Royal Mail will seek to extend this capability to all Account Customers and where signatures are currently requested.

The following issues are all captured within the Joint Statement for your information and perusal:

Introduction of Photo on Delivery 

For both Phase 1 & Phase 2, Royal Mail will ensure that all delivery units are fully briefed on the changes, including training given by Workplace Coaches. Once the delivery staff and wider business has been fully briefed a change will be deployed to the PDA, which will notify the requirement to take a photo after the item has been scanned. This Joint Statement refers to Phase 1 only (deployment pre-peak). A separate National Joint Statement will be agreed and issued to cover all aspects associated with Phase 2, once further joint scoping work has been concluded.

 Health & Safety and Safe Systems of Work 

It is reaffirmed that Health & Safety and SSOW are of paramount importance to both Royal Mail and the CWU, and the Delivery SAC will be updated and will be in place. Any issues arising in this respect will be proper to the relevant RM safety experts and the CWU National Health Safety, and Environment Department.

 Review/ Summary 

Royal Mail and the CWU both understand the importance of being able to offer consumers a first class digital experience to enhance the trust that already exists on the doorstep.

The CWU and RM will work together on the planning of the second phase. There will also be a National Joint Review from the launch date of the first phase and before the phase 2 deployment, in order to assess the volume growth and other issues that are captured in the Joint Statement.

Any queries to the content of the above please contact the Outdoor Department reference 230.03, email address: njones@cwu.org.

Yours sincerely,

Mark Baulch                                                                                       

CWU Assistant Secretary

LTB 444/21 – Royal Mail CWU National Joint Statement Capture Photo on Delivery Phase 1 Deployment MB

Att: JS – Capture Photo on Delivery Final

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Some interesting updates for reps and members from national officers here:

Terry Pullinger https://www.cwu.org/news/protecting-jobs-fighting-for-our-members-and-growing-royal-mail/

Mark Baulch https://www.cwu.org/news/were-delivering-change-but-management-must-improve-on-toolsets-and-timings/

Davie Robertson https://www.cwu.org/news/keeping-the-pipeline-pumped-new-hubs-and-driver-training-opportunities/

All three also available on the CWU App.

Please share as widely as possible.

Royal Mail Employment Tribunal Holiday Pay Claims

Since the publication of LTB 412/21 dated 29th September 2021, which detailed the cut off dates and payment dates for members to receive their appropriate back pay payments, members and some branches have been contacting the Legal Services Department, Unionline and the Tribunal Office in Bristol seeking clarification regarding such payments.

PLEASE NOTE that the sole responsibility for calculating all payments due to members in line with the National Agreement rests with Royal Mail.

If any member has a query regarding their payment calculation, then Branches should make members aware of the Holiday Pay Queries process, as detailed in the Joint Statement between CWU & RMG published in LTB 412/21.

Therefore, members and Branches should not contact the Tribunal Office in Bristol, Unionline or the CWU Legal Services Department with enquiries regarding the level of back payments due and when such payments are to be made, as none of the above have access to such information.

Members should only contact the CWU Legal Services Department if they have submitted an Employment Tribunal application regarding a Holiday Pay claim to indicate if they wish to either withdraw their Tribunal claim or if they wish to continue with their claim. We will then notify the Bristol Tribunal office and Royal Mail accordingly.

The Legal Services Department has now sent out two separate mail shots to members’ home addresses regarding the process for withdrawing their ET claims. If any member has not received the correspondence, please contact the department via email at employmentlawholpay@cwu.org  

Any member, who wishes to continue with their Employment Tribunal Holiday Pay claim, can do so, on the understanding that the CWU will not provide any further legal representation, in line with the terms of the National Agreement. 

The above also applies to members in Scotland and Northern Ireland, who have submitted Holiday Pay claims to their respective Tribunal offices.

Any enquiries in relation to the content of this LTB should be sent by email to employmentlawholpay@cwu.org

Yours sincerely,

Tony Rupa

Head of Legal Services

LTB 441/21 – Royal Mail Employment Tribunal Holiday Pay Claims

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POST OFFICE: COVID-19 UPDATE – JOINT STATEMENT

Branches are advised that the following Joint Statement has been agreed in relation to Covid-19 and specifically the easing of some of the associated safety controls such as the wearing of face coverings which we believe is now appropriate in the current circumstances:

JOINT STATEMENT POST OFFICE, CWU AND UNITE

COVID 19 Update

 The Post Office, CWU and Unite continue to work together to ensure we prioritise making the workplace as Covid-secure as possible and provide colleagues with the most up to date information regarding COVID 19.

The Government, backed by medical and scientific evidence, set out a step by step roadmap, easing restrictions in order to provide a route back to a normal way of life underpinned by the Covid-19 vaccination and testing programme. The Post Office, CWU and Unite have maintained at each stage a cautious approach with regards to PPE and testing to maintain a consistent approach across all four devolved powers within the UK.

Confirmed cases within Post Office have dropped significantly since January 2021. Whilst carefully monitoring this number and tracking the UK Governments guidance collectively Post Office, CWU and Unite believe that it is now safe to start easing some of the COVID 19 safety controls, with the built in safeguard of being ready to react and re-introduce Covid-secure controls should the need arise if the infections should increase in the workplace and/or nationally.

Face coverings no longer need to be worn behind the counter when safety screens are in place, however, for consistency across the nations face coverings or visors will still be required when working on the public side of the office and in communal areas such as meeting rooms, welfare facilities, corridors etc where social distancing is difficult. Colleagues should continue to follow good practices such as keeping hands clean, maintaining social distancing where possible and making use of the lateral flow tests that are available for all colleagues. It will remain a personal choice to wear a face covering behind counters should colleagues choose to do so and PPE and face coverings will continue to be made available. Vulnerable colleagues should continue to undertake the relevant risk assessments.

We will continue to monitor case numbers and Government guidance with the aim to keep infection rates under control in the workplace as best we can but if infection rates should rise to a level of concern, or if outbreaks occur, restrictions can and will be re-imposed in order to help stop the spread and transmissions as far as is practicable this includes the reintroduction of face coverings.

If you are unsure or need further clarification on the above, please speak to your manager or union rep who will advise you. You can also find further details on the Hub Coronavirus microsite. Steve Blampied

Head of DMB Network

Post OfficeAndy Furey

CWU Assistant SecretaryPhil Savage

Unite

Branches and Representatives are urged to bring this LTB and associated Joint Statement to the attention of our Crown Office members.

Yours sincerely

Andy Furey

Assistant Secretary

LTB 440/21 – Post Office – Covid-19 Update – Joint Statement

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RM/CWU TERMS OF REFERENCE – OPTIMISING THE COLLECTIONS OPERATION INCLUDING REVIEW OF UTR/EMP ACTIVITY

In 2014 the PEC endorsed and agreed to a trial regarding Collection Hub Optimisation and Enhanced Mail Preparation as outlined in LTB 452/14. The trial never produced any agreed outputs. 

Branches and representatives will be aware however that as part of the Pathway to Change Agreement, the following was stated:

Both parties will jointly develop and agree the approach to the ongoing changing dynamics of declining letters and growth in parcels within the collection function. This approach will consider the collection approach for low volume letter postboxes, the increased use of priority postboxes, the expansion of the parcel postbox network and the growth in consumer collection services.

Therefore, discussions have been taking place with the business in relation to activity to improve the flow and presentation of collections into Mail Centres, support the optimisation of Processing capacity and reduce congestion.

A Terms of Reference has been concluded which has been endorsed by the Postal Executive to enable activity to progress, a copy of which is attached for your information.

As part of an initial study and modelling activity approach, it has been agreed to conduct a joint review across selected and agreed Collection Sectors within four Mail Centre catchment areas. This will allow us to jointly identify and develop improved methods and processes to enhance the flow and presentation of mail from Collections into Mail Centres. This will be achieved by understanding what takes place in all Delivery & Collection Hubs currently and whether they are able to fully containerise all mails prior to despatch and if there could be consolidation of the number of units performing those operations. The activity will also include an evaluation of the optimisation and efficiency opportunities that may be available, along with assessing the people/employee, environmental, safety, quality of service and commercial benefits this may provide.

The four Mail Centres that will form part of the review and exercise will be:

•  Plymouth
•  Sheffield
•  Nottingham
•  London Central

The rationale for the selection of the trial sites is that the CWU leads on the National Collections JWG cover those respective catchment areas, which means we will be able to fully engage in the data gathering and modelling activity and thus have the knowledge and expertise to lead the local JWG.

The review across four Collections Sectors within the nominated Mail Centre catchment areas will be to jointly identify what UTR/EMP operations are in place and develop enhanced methods and processes to improve the flow and presentation of mail from Collections into Mail Centres.

This activity will include:

• Reviewing how many units are actively performing UTR and EMP work on a regular basis.
• Whether UTR/EMP takes place on every day from the units.
• Are the segregation methods compliant with the Service Level Agreement.
• What volumes are generated across all Collection Hubs.
• How do mails connect via all Collection Hubs to the Mail Centre.
• What Road Services are used across all Collection Hubs.
• How are the units managed and operated.
• Reviewing the distribution of mails to Collections Hubs and whether it takes place at the same time as the Collection operation.
• Whether Collection Hubs undertake other work or activity at the same time, for example Customer Service Points and/or Delivery LAT products.
• Modelling activity to determine whether there could be a reduction of Collection units and a review of their locations and if so what the overall impact on the Mail Centre would be as a combined result of arrival profile and presentation of mails, accepting any collective changes should not make the service worse.

The above list is not exhaustive and will form part of the formal reviews carried out by the Collections Joint Working Group.

Given the ongoing pressures in relation to the deployment of revisions linked to the Pathway to Change Agreement, the phased approach and timescales have been agreed to ensure the activity and data gathering is undertaken in a controlled manner. This will then inform future discussions and next steps as part of the National reviews that will take place.

Any enquiries in relation to this LTB should be addressed to the relevant department:

Deliveries/Collections: Outdoor Department, email: njones@cwu.org quoting reference: 532. 

Distribution/Processing: Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org quoting reference: 714.14. 

Yours sincerely

Davie Robertson       

Assistant Secretary                                                 

Mark Baulch

Assistant Secretary                                                      

LTB 433/21

Att: Optimising the Collections Operation 12.10.21

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Royal Mail and Parcelforce Deliveries and Collections to/from Care Homes following the 11 November coming into force of the Health and Social Care Act 2008 (Regulated Activities) (Amendment) (Coronavirus) Regulations 2021:

Introduction:

Discussions have been taking place with Royal Mail Group (covering both the Royal Mail and Parcelforce workforce) in relation to the impact on collections and deliveries to the nation’s circa 18,000 care homes from 11 November 2021 when new legislation comes in to force in England, namely ‘The Health and Social Care Act 2008 (Regulated Activities) (Amendment) (Coronavirus) Regulations 2021.’

Background:

New Government legislation will come into effect in England on 11 November 2021 relating to care homes which makes it a legal requirement that anyone entering a registered care home premises must be fully Covid-19 vaccinated, providing proof of vaccination or exemption before being allowed to enter the premises. The new law primarily affects those employed in care homes but also equally applies to visitors and those not directly employed by the care home but for example undertaking maintenance, repairs or services – including deliveries and postal collection and delivery services.

The Agreed Procedure For All Deliveries and Collections From Care Homes:

In order to maintain a ‘consistent’ approach to these customers, the safety and wellbeing of our members and to avoid any conflict with care home owners, management and operators, Royal Mail Group (Royal Mail and Parcelforce) have agreed the following policy and approach from 11 November 2021:

• Royal Mail and Parcelforce workers will not enter care homes.
• All deliveries and collections will be made outside care homes.
• All workers delivering to or collecting from care homes will be informed of the forthcoming regulations so they understand the impact on deliveries and collections.
• Royal Mail does not expect any employee to provide evidence of their vaccination status.
• Deliveries taking place to one or more external boxes at care homes can continue.
• Local Managers must contact care home site managers to discuss the implications of the new legislation and agree delivery/collection arrangements from 11 November 2021. These discussions should also fully involve local CWU Representatives of any operational changes which may impact their units resulting from the regulations.
• If care home staff do not come outside to collect their mail and parcels – Royal Mail and Parcelforce workers must not enter the premises even if a reception area is near the entrance. The mail/parcels must be returned to the office and then delivery attempted again the following day. If staff are unable to deliver again, then this will be reported to the office manager who will contact the care home to discuss the collection/delivery arrangements.
• The normal P739 Card procedure will apply where care home staff fail to come outside the care home to accept ‘signed-for’ items.
• Collections as with deliveries must also be undertaken from the outside at an external point.

TUC and UK Trade Unions Policy

The TUC and all UK Trade Unions, including those Unions representing care home workers are strongly opposed to these new regulations which they see as counter-productive.

Attachments:

• Managers’ Brief: Guidance for Deliveries to Care Homes in England from 11 November 2021
• WTLL Staff Briefing/Huddle (Royal Mail & Parcelforce) Delivery To Care Homes in England Legislative Changes from 11 November 2021

Any Enquiries or operational issues in relation to this LTB should be directed to the appropriate department.

Yours Sincerely

Dave Joyce
National Health, Safety & Environment Officer

Mark Baulch
Assistant Secretary
Outdoor Department

Davie Robertson
Assistant Secretary
Processing, Logistics, Parcelforce, International, Quadrant Department

LTB 437/21 – Royal Mail and Parcelforce Deliveries and Collections to from Care Homes from 11 November 2021

Att: Managers’ Brief – delivery to care homes (290921)

Att: Huddle – delivery to care homes (290921v3)

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Rivus Fleet Solutions National Team (NT) Elections

As you will be aware, BT Fleet was sold to a venture capitalist company called Aurelius and is now trading under the name, Rivus Fleet Solutions (RFS), which is the company Aurelius established to run what was BT Fleet.

The Previous Election of the National Team (NT) was carried out prior to BT disposing of the fleet business and was therefore run along the same lines as other BT NT Elections.  This is now changing.

In past elections the process was;

– 2 representatives from what was the BT Fleet Garage Network nominated by BT branches and elected through BT branch voting strength. 1 representative from what was the BT Fleet Administration Centre nominated by Midland No. 1 branch as the branch responsible for the geography in which the building sits.

– The elections are held every two years.

The new process will be;

– 2 representatives from the Rivus Garage Network nominated by branches with members working in the RFS garage network and elected by email ballot of Rivus Fleet Solutions members in the RFS garage network.

– 1 representative from The Rivus Support Centre nominated by Midland No. 1 branch as the branch responsible for the geography in which the building sits.

– The elections will be held every 2 years.

The purpose of this LTB therefore is to invite branches with members in the RFS garage network to nominate up to two representatives from members who work in the RFS garages.  Only one person from any one RFS garage is permitted.  Any nominations from branches without members in the Rivus garage network will be excluded.

Nominations should be sent via email to jquaife@cwu.org and be received by mid-day on Wednesday 20th October.  Should more than two nominations be received an election as outlined above, will follow.

A briefing to Rivus Fleet Solutions members is attached for your information.

Yours sincerely

Allan Eldred
Assistant Secretary

LTB 434/21

Att: Briefing 180/21

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Royal Mail & CWU National Joint Statement Displaying Preferred Names Via the Royal Mail App

As Branches and Representatives will be aware, as the market leader in the UK, Royal Mail intends to lead the market in consumer (i.e. receiving) customer experience. Improvements in technology among Royal Mail’s competitors in the postal sector is leading to increasing customer expectations over the information provided regarding their inbound mail. There is also an increasing trend amongst consumers in mobile consumption of Royal Mail’s information, access to services and demand for speed and greater personalisation.

‘Postie in Your Pocket’ (PIYP)

This initiative seeks to improve ‘user experience’ aiming to put trust at the doorstep at the heart of consumers’ interaction with Royal Mail.

The new Royal Mail App will make the top customer needs ‘user-friendly’ with the key initial changes being:

• A redesigned homepage to offer a personalised and more intuitive experience
• Display the name of the customer, their local CSP and today’s Delivery OPG, as many of our competitors do today
• Inform a customer of Tracked items today, their Estimated Delivery Window and who will be delivering them
• A more secure registration journey which validates the user

Sensitivity Regarding Displaying The Name Of Who Is Delivering A Tracked Item

Royal Mail and the CWU are acutely aware that not every Delivery OPG and Delivery Colleagues may want their name or want the first name they use to register for a PDA log-in.  to be displayed.

Therefore, within the Settings screen of the PDA there is the ability to change the name to be displayed as a preferred name and also the ability to opt-out altogether.  In the event that the Delivery colleague opts out the words ‘Your Postie’ will appear in the new Royal Mail App used by consumers. It is jointly recognised that the final decision of choice in this regard will be determined by the individual Delivery OPG, recognising also that individual’s circumstances and experiences may change over time. Therefore, this decision will be maintained for any individuals who may wish to change what name or registered user name is chosen and displayed on the App. This will also be extended for any other similar products and services in the future.

Use of data

• No new data will be collected beyond a preferred name.
• Preferred names and opt-out choices will not be used for any other purposes in line with our agreements.
• The new Royal Mail App will not display progress of an item or of a Delivery Officer (e.g. as competitors show; “you are delivery #29 and we are currently on #26”). To confirm there will be no route “real time” visibility for customers of items or OPG’s whilst they are performing their delivery routes.

Royal Mail and the CWU re-confirm fully to those joint commitments to the use of data, individual’s rights, privacy for individuals and the use of technology which are set out in section (17. Data Usage) of the Guiding Principles National Agreement and section (2.5 Technology) within the Key Principles-Pathway to Change National Agreement.

Review/ Summary

Royal Mail and the CWU both understand the importance of being able to offer consumers a first-class digital experience to enhance the trust that already exists on the doorstep. Both parties will continue to review any operational impacts or individual’s experiences through the launch of the App at a National Level with all information and any data being shared with the CWU in order to fully undertake the review. The new Royal Mail App will be available for download from 22^ndOctober 2021.

In addition, Royal Mail will continue to work jointly with the Union going forward with any further enhancements, developments or changes to the App going forward, subject to National Discussions and joint rollout.

Further, any issues or difficulties experienced from this service within the locality, will be raised to the signatures of this Joint Statement Nationally for resolution and subject to the IR Framework.

Any queries to the content of the above please contact the Outdoor Department reference 230.03, email address: njones@cwu.org

Yours sincerely,

 Mark Baulch                                                                                              

CWU Assistant Secretary

LTB 438/21 – Displaying Preferred Names Via the Royal Mail App 12.10.21

Att: JS – Displaying preferred names – PIYP – October 2021

Att: D19.2 Log In to PDA Swap Battery Restart Log Out Process

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