3m Changing the Way We Work

Technology has provided organisations with the opportunity to work more flexibly, and new ways of working can provide benefits to both the organisation and staff. Technology supports the objectives of a Travel Plan by reducing the need to use the car for work, therefore reducing the need to use the car to travel to work.

Tele-Conferencing

Tele-conferencing involves the use of video and/or audio facilities to allow people to communicate at a distance. The cost of this technology has decreased rapidly over the last few years and so can provide a cost effective alternative to staff driving to meetings. The success of such initiatives depends on how open staff are to innovative ways of working and the level of support by senior management.

Teleworking
(Teleworking is) "any form of working which meets the twin criteria of being undertaken at a distance from the conventional workplace, and being made possible by the use of information and communications technologies"

Working Anywhere: Exploring Telework for Individuals and Organisations‘, Department of Trade and Industry


The benefits of introducing teleworking to an organisation are:

• enhancing the labour pool from which to employ staff, and retaining committed and experienced staff
  
• saving on work related transport costs, such as business mileage, car parking provision and the need for company cars
  
• reducing the need to move to larger offices
  
• reducing office overheads
  
• providing a more flexible work force and supporting family friendly policies

The benefits of introducing teleworking to staff are:

• reducing the need to travel to work saves time - particularly if the journey is long or transport provision poor
  
• reducing the cost associated with the journey to work
  
• providing the flexibility to integrate work with personal responsibilities
  
• greater productivity, for example where work requires quiet concentration with limited interruptions
  
• ideal for staff who have health problems or mobility impairment and where the journey to work is difficult

Teleworking – Considerations For Change

Employment rights and conditions of service

An employer has the same legal obligations to an employee whether they are working remotely or in the office. Some aspects of company procedure may have to be reviewed, for example extending an employer’s insurance to cover work equipment not kept in the office.

Health and safety

Employers have a duty to protect the health, safety and welfare of their employees. The main regulations that you need to be aware of are:

• Health and Safety at Work Act 1974
  
• Management of Health and Safety at Work Regulations 1992
  
• Electricity at Work Regulations 1989
  
• Health and Safety (Display Screen Equipment) Regulations 1992
  
• Provision and Use of Work Equipment Regulations 1992
  

Expenses

If an employee is paid for expenses incurred at home, the amount should be declared as part of the employer’s end of year P11D return. It will also be declarable by the employee which means that tax may be payable.

Travel expenses

Any expenses paid by an employer for the cost of commuting between home and a permanent place of work is subject to tax. However, any expenses paid by the employer for a journey undertaken between home and a temporary workplace are not subject to tax.


Capital Gains Tax and an employees home

If an employee decides to sell their home, it could be liable to Capital Gains Tax. This only applies if part of the house has been used exclusively for employment, trade or business. If the area where teleworking equipment is used is also used for residential purposes then this should not apply.

Data Protection

Depending on the nature of the work, it may be necessary for your organisation to consider the Data Protection Act 1984, which covers the storing of personal data.


Useful Information: Teleworking

Data Protection

Published by the Data Protection Registrar, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, Telephone 01625 545745.
Website: www.dataprotection.gov.uk


Use of Technology

Published free of charge by the Department of Trade and Industry, Department of Education and Employment, Admail, PO Box 528, London SW1W 8YT, Telephone 0870 1502500.
Web site: www.dti.gov.uk/publications

• Mobile communications and email: a guide for small businesses (URN 01/667)
  
• Video and data conferencing; a guide for small businesses (URN 01/666)
  
• Information Security and the Internet (URN 99/713)

Taxation

Inland Revenue Information Centre, Ground Floor, South West Wing. Bush House, Strand, London, WC2B 4RD. Telephone 0207 438 6420.
Web site: www/inlandrevenue.gov.uk/leaflets/

• Employee Travel – A tax and NIC Guide for Employers (para 3.28 – 3.30 gives guidance on travel costs for workers where home is treated as their permanent workplace) (490 2002)
  
• Tax Relief for Employers Business Travel (IR161)

Health and Safety

Health and Safety Executive, Information Centre, Broad Lane, Sheffield, S3 7HQ, Telephone 0641 545500.
Web site: www.hse.gov.uk

• Homeworking: guidance for employers and employees on Health and Safety
  
• Working with VDUs

General Information
The following web sites provide useful information:

• www.flexibility.co.uk
  
• www.hop.co.uk

Choosing Measures
Travel Plans and Walking
Travel Plans and Cycling
Travelling by Bus
Travelling by Rail
Powered Two-Wheelers
Using Taxis
Car Sharings
Car Clubs
The Place of Cars
Car Park Management Strategy
Managing Business Travel
Changing the Way We Work
Travel Plans and Cleaner Fuels
Travel Plans and Deliveries