Flexible Working at Tesco

Last updated 28/07/2023

Context and purpose

At Tesco we recognise that over time the needs of our colleagues change, from our children growing up and needing different childcare, to family relatives becoming elderly, or perhaps just taking time to explore new hobbies and interests.

Flexible working arrangements provide the opportunity for a healthy work-life balance. As well as allowing us to attract and retain colleagues who enjoy a wide range of activities outside of work, it allows colleagues to balance both their own needs and the needs of our customers.

We have updated this policy, ahead of UK legislation, giving colleagues the option to request flexible working as soon as they join Tesco, instead of the having to wait for six months. This means, we can offer flexible working in a way that suits colleagues, inside and outside of Tesco.

Scope

This policy applies to permanent colleagues in the UK and the Republic of Ireland.

What is flexible working?

Flexible working is about finding a way of working that suits both a colleague’s and Tesco’s needs. Any colleague can request flexible working arrangements and we will always consider what we can do to accept your request.

What flexible working options are available?

There are many forms of flexible working, including:

Part-time Working

Where a colleague works less than full time hours, usually by working fewer days of the week.

Job Shares

Where two people cover one role and split the hours, but jointly share the responsibilities. This is particularly common in our management teams.

Phased retirement

This is about reducing a colleague’s hours to help them to prepare for retirement. In Tesco, once a colleague has ten years’ service in their last six months before retirement, they are able to reduce their working week by one fifth. (Please refer to the Leavers and Retirement Policy on Colleague Help for more information).

Lifestyle Break

This is about taking a longer period of leave from the business. Our Lifestyle Break Policy allows colleagues to take from four weeks to a year out of the business. (Please refer to the Lifestyle Break Policy on Colleague Help for more information and the eligibility criteria).

Blended Working (Office Colleagues)

In some roles our colleagues are able to work for some of their week from home. For example, in our head offices we have a blended approach to home and office working. Typically, our office colleagues work between 40 and 60% of their time in the office with the remainder working remotely or from home. There are some roles, however where office workers are required to work in the office every day, so colleagues should discuss this with their manager.

Fixed shift patterns

This is where colleague shifts are fixed and do not change, to enable them to balance their home commitments.

Where colleagues are employed on a flexible contract, they will be asked to commit to an availability window, these are the hours when a colleague could be asked to work, but they would not be called in, during their unavailable hours, but a colleague can of course work overtime if they choose too.

When agreeing contracted hours these must be the same each week, we are unable to have fixed shifts where a colleague is contracted to work a different number of fixed days or hours per week.

Staggered shift patterns. This is where colleagues start and finish at times to suit theirs and Tesco’s needs, rather than everyone starting and finishing at the same time. (This option is not normally available in Distribution or the Customer Fulfilment Centres).

Many colleagues in the business already work flexibly; with different shift patterns and business areas, it means we can often accommodate a variety of requests.

The flexible working solution most appropriate for colleagues will depend on:

• The job they have
• A colleague’s level of responsibility
• A colleague’s location (e.g. office, store or distribution centre)
• Whether there are seasonal fluctuations in their workload
• What hours a colleague requires and if these are available
• If a colleague is a manager, whether they would be able to display a degree of flexibility with their flexible working arrangements. For example, we might need a colleague to attend meetings or respond to urgent business via e-mail or phone on the day(s) they are not working.

Who can request to work flexibly?

All employees have a statutory right by law to request flexible working after 26 weeks’ service. At Tesco we allow colleagues to request flexible working before 26 weeks..

Colleagues can informally talk to their manager about flexible working at any time, however they can only make one formal flexible working request in writing per year.

How can a colleague request to work flexibly?

Informal changes to working arrangements

Colleagues must speak to their manager for any informal changes to their working arrangements. These can be as simple as a one-off change to enable you to attend an appointment or family event (for more information please see the time off policy), or this can be for a permanent or for a change that will last for a fixed period of time.

Many of our flexible working arrangements can be agreed informally. If a colleague’s manager agrees to their request, they will make the necessary changes on the payroll system and confirm the changes to the colleague.

Colleagues can make more than one informal flexible working request each year but making numerous requests within 12 months may not be practical for the colleague’s team or the business and could therefore be refused.

For formal requests, a colleague must either complete the request form or write a letter, this should be given to their manager. Once the manager has reviewed the request, they will arrange a meeting with the colleague at a mutually convenient time to discuss their request in more detail following the Flexible Working Checklist.

We will always aim to consider a colleague’s request as soon as we can, however as a maximum the process can take up to three months from start to finish.

A colleague is only entitled to make a formal request for flexible working once every 12 months, so it is important to ensure that they are happy with any arrangements that have been agreed.

If a colleague’s request is granted will this be a permanent change?

This will depend on the colleague’s request and what they agree with their manager.

We have a range of options when considering Flexible Working requests, these are as follows:

Flexible working request trial

Sometimes it is difficult to know if a colleague’s request will work, both for the colleague and for Tesco. In this situation we would suggest trialling the arrangement for between 4 and 12 weeks, after which the colleague should meet together and discuss if the arrangement can become a fixed term or a permanently agreed request.

Fixed term flexible working request

Fixed term flexible working requests can be agreed for up to two years at a time. These enable a colleague to work at different times for up to two years, and after the agreed review date they would return to their previous working arrangement, providing that role and shift pattern is still available at the end of the two year period.

Where the role or shift pattern is not available, we will work with the colleague to find a suitable vacancy that is as close to their original terms as we can.

Permanently agreed flexible working requests

This is where we agree a permanent change to a colleague’s working hours. This may be after a trial period, or a permanent change can be agreed straight away, without a trial, if that is appropriate. A colleague can of course submit a further request to change it in future years if their circumstances change again in the future.

How will a formal request be handled?

A colleague’s manager will arrange to meet with them to discuss their request and the possible impact it may have on the colleague’s team, customers and the needs of the business. A colleague has the right to be accompanied at this meeting by a colleague or trade union representative.

A colleague’s request form will be discussed during the meeting and will play an important part in deciding whether their requested working days and hours are practical.

If a colleague’s manager thinks it may be difficult to agree to their request, they’ll talk this through with the colleague and may suggest other options that could work for them and Tesco.

A colleague’s manager may need further information from them to help them make a decision. If so, the colleague must supply this as soon as they can. If a colleague does not supply them with this information, their manager will only be able to make a decision based on the information they have provided.

If a colleague fails to attend their flexible working meeting their manager may conclude that they have withdrawn their request and they will not be able to make another request for 12 months. Therefore, it is important for a colleague to let their manager know if they are unable to make their suggested date and time so they can move it to a time that works for them.

When will a colleague be told the outcome of a formal request?

A colleague’s manager will consider their request and everything that was discussed during the meeting. Managers will assess a request as quickly as they can, however it could take several weeks to assess the colleague’s requirements, the business’s needs and the potential impact on their team and/or customers before coming to their conclusion.

The manager will then communicate their decision to the colleague both verbally and in writing. The outcome could be one of the following three options:

• They fully agree to the request
• They agree to part of the request and may also propose an alternative arrangement (for example trialling the arrangement)
• They refuse the request and provide the colleague with the reasons for their refusal

In the event that we are unable to accommodate a colleague’s flexible working request, the reason for this will be explained to them. Flexible Working requests may be declined for any of the following reasons, in line with the Flexible Working Regulations (2014):

Can a colleague appeal the outcome of their flexible working request?

If a colleague does not agree with the outcome, they can make an appeal in writing within 14 days of their manager informing them of their decision.

An appeal meeting will be held in which a colleague’s request will be reviewed by a different manager who has not been involved in the process. The reasons why their request was declined will be assessed from a fresh perspective and a decision made as to whether or not it can be accommodated.

What happens if a colleague’s request is agreed?

It may do, depending on a colleague’s request. For example, if they requested to work fewer hours a week, then their pay will reduce accordingly. If a colleague requested to work a different shift pattern, they may find they’re entitled to premium rates that they didn’t receive before or vice versa.

Where a colleague has requested to work new hours, and these do not attract the premium their pay will reduce accordingly.

If a colleague’s request is agreed, will there be a trial period?

Unless agreed otherwise, any change to a colleague’s working hours is a permanent change to their terms and conditions, or a change to their terms and conditions that is agreed for a fixed term. A trial period might be suggested to ensure the new shift pattern is suitable for the colleague and the business.

If a flexible working arrangement trial does not appear to be working successfully, then the colleague’s manager will discuss this with them and work to find possible solutions which may include bringing the trial to an end.

Can a colleague change their mind after submitting a flexible working request?

If a colleague wishes to withdraw their request, they can do so at any time. They should speak to their manager about this and also confirm their decision in writing. If a colleague withdraws their request, they won’t be able to make another formal request for a further 12 months.

If a colleague has already started their new working arrangement and they wish to revert to their previous arrangement, the opportunity to do this will be reviewed on a case by case basis by their manager to see if the request can be agreed.

What is the difference between ‘smarter working’ and ‘flexible working’?

Smarter working involves a colleague thinking about their working week and how best they can spend their time to meet their objectives, the needs of the team and their needs as an individual. This will help us to be at our best for more of the time and can improve productivity.

This may involve flexing a colleague’s day around their workload, their team and the business needs, which could mean starting and finishing work at different times on different days, changing from week to week. It may also mean working from a different location – possibly spending more time in stores, at suppliers, or agencies you may work with, or from home.

Any smarter working arrangements a colleague makes are informal and mutually agreed with their manager. It should be adaptable from week to week.

For example:

Sharon works full time at the Welwyn Garden City office. She has always worked regular office hours Monday to Friday. Due to the office car park being very full on Monday and Tuesday mornings she has asked her manager if she can work from home on either a Monday or Tuesday, we call this type of agreement a Blended Working Arrangement. This will allow her to avoid the traffic and free up a car parking space for somebody who needs to be in the office on these days.

Flexible working arrangements are more formal changes to a colleague’s working arrangements, such as:

• Changes to a colleague’s fixed hours or days of work
• Fixed working from home days

If a colleague has agreed a flexible working request, can Tesco change their hours of work in the future?

Whilst we will do our best to stick to the agreement that has been made, as with all of our colleagues, from time to time, changes in our customer shopping habits or new working practices can mean there is a need for change.

In these situations, the colleague will begin a period of personal consultation where we will explain what the changes may mean to them. If more than one colleague is impacted and we need to make a decision as to who will need to make any change, we will use a fair selection criterion to decide who will be affected.

Governance and review

We regularly review our policies and update them to reflect our commitments, or to align with local country legislation. The review of this policy is managed by our Workplace Relations team.

Links to related information

Family leave policy - https://www.tescoplc.com/sustainability/documents/policies/family-leave-policy

Policy version

Version	Date	Policy Revision
4.4	July 2023	Colleagues can request flexible working from first day of employment (previously only available from 26-week service) Updated international remote working flow chart in Appendix 2