Carbon Footprint Report 2013 Explanatory Document to Carbon Report

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1 Carbon Footprint Report 2013 Explanatory Document to Carbon Report

2 1 Overview This report sets out to explain the rationale behind the methods we used, and the exceptions, difficulties or discrepancies that we encountered. All numbers for the Carbon Footprint Report are included in the templates submitted by business units. The evidence for these numbers is found in the Supporting Data tab, folder or correspondence. Amlin s 2013 Carbon Footprint calculation is based upon our reporting year of 1st January to 31st December and includes data from Group companies over which financial control was exercised for the full twelve months. Due to a change in legislation under the Companies Act 2006 requiring that all UK quoted companies report their carbon emissions into the Director s report of their annual reports we have had to accelerate the timetable for gathering, consolidating and auditing our reported data to ensure it receives assurance by Year End. This has resulted in projections being made for the final months of the year where data is not available; these projections are detailed in the supporting data provided. Amlin is an insurance company with offices in the United Kingdom (London, Chelmsford, Basingstoke, Norfolk, Norwich, Nottingham and West Malling) France, Belgium, the Netherlands, Bermuda, Zurich and Singapore. At the 31st December 2013 we had a total of 1,886 permanent employees in these locations. For data gathering and emissions calculations we have also included contract staff, raising the total to 1987 employees. The rationale being that these staff are engaged in long-term contracts and therefore contribute to our corporate footprint. We collected data on energy and water consumption, waste output, business travel and commuting because we believe it to be pertinent to our corporate footprint. We applied the GHG Protocol toolkit and scoping guidance for office-based and service sector organisations. As a UK-listed corporate we used the conversion factors from the 2013 Greenhouse Gas Conversion Factor Repository using the Carbon Smart conversion site to obtain CO 2 e measures for our footprint. DEFRA also provide conversion factors for electricity for overseas countries and we have applied these where relevant. We have additionally restated 2012 electricity submission in order to account for material changes to the conversion factors provided by DEFRA for company reporting purposes. Previously a 5 year rolling average had been used; this has now been replaced by a 1 year average. Amlin was a tenant in each of our offices worldwide during the 2013 reporting year. We were therefore reliant upon data supplied by the landlord or head lessor in each case. Where possible we have obtained supporting documentation for this data. Where data was unavailable and applicable we have made assumptions based on previous year s data. The data was provided by local management and collated within the Group Operations Assurance function. Page 2 of 7

3 2 Methodology 2.1 Scope 1 Direct Emissions Amlin s direct emissions comprise total mains gas consumed and direct fleet emissions. For St Helen s, gas data was calculated by obtaining total data for the office building and pro rating the data based upon the number of floors occupied by Amlin within the building. For Direct Fleet Emissions company car petrol expenses were taken and mileage calculations arrived at using Amlin mileage allowances Gas Gas is measured in total kilowatt hours and multiplied by the natural gas conversion factor from the 2013 DEFRA conversion tool. Gas consumption data was obtained from a combination of bills and information provided by landlords/managing agents. The following premises do not use gas supply; London (Bury Street), Norwich, Norfolk, West Malling, Bermuda, Singapore, Rotterdam and France. Where Gas has been reported by Amlin Europe in volume this has been converted using on-line tables Direct Fleet Emissions Emissions are measured based upon mileage allowances, or in the case of chauffeur vehicles, actual fuel costs and vehicle mpg. Vehicle mileage is converted to kilometres and multiplied by the relevant conversion factors the 2013 DEFRA conversion tool. 2.2 Scope 2 Indirect Emissions sources from the consumption of purchased electricity For St Helen s, electricity data was calculated by obtaining total data for the office building and pro rating the data based upon the number of floors occupied by Amlin within the building Electricity Indirect emissions are calculated on the basis of total kilowatt hours consumed, multiplied by the grid 1 year average conversion factor from the relevant 2013 DEFRA conversion tool. This is different to last year where the 5 year rolling average was used. Electricity consumption data was obtained from a combination of bills and information provided by landlords/managing agents. 2.3 Scope 3 Other indirect emissions Water Conversion calculations are based upon the conversion factor for water supply in the 2013 DEFRA conversion tool. Amlin water usage is measured in m 3 and obtained from a combination of bills and information provided by landlords/managing agents. Page 3 of 7

4 For St Helen s premises the water usage was calculated by obtaining total data for the office building and pro rating the data based upon the number of full time and contract staff employed by Amlin, occupying the building Waste Conversion calculations are based upon the conversion factor for waste in the 2013 DEFRA guidelines. We have used the paper to landfill conversion figure, not least because Amlin recycles materials other than coated papers/magazines and produces only a small amount of organic waste. Waste is measured in tonnes and was requested from landlords/managing agents. For St Helen s premises waste was calculated by obtaining total data for the office building and pro rating the data based upon the number of full time and contract staff employed by Amlin, occupying the building Travel For offices outside of the United Kingdom travel data has been obtained directly from site level templates or contracted travel agents. For UK offices travel expense data has been obtained from site level templates, General Ledger data and from travel management agencies. Expense claims have been included for all employees including both permanent and contract staff. Air Previously DEFRA s conversion factors have not automatically included a distance uplift or the influence of radiative forcing. We no longer need to account for the distance uplift manually as it is now included in the conversion tool. We have however reported without a radiative forcing uplift as this is in line with previous years reporting. Flight data includes all air travel for business purposes. Carbon conversion factors for domestic and international (short haul and long haul) flights and cabin class were taken from 2013 DEFRA conversion tool. Car The Petrol claim ledger for private car business usage was used to establish the total car mileage. Site level and General ledger expenses data for petrol claims were converted at 0.45p per mile and converted to km by formula = 0.45* This has changed from 2012 where a conversion rate of 26p per mile had been used. This decision was made in line with company policy that staff are reimbursed 45pm per mile up to the first 10,000 miles, and 25p per mile on each additional mile over 10,000 miles. The conversion factor used is the average car (unknown fuel) Kilometres using the DEFRA conversion tool. Taxis This includes the use of black cabs and regional taxis. Expense data was obtained either directly from site level templates or from Amlin s General Ledger. Taxi conversion factors were applied to convert expenses to kilometres. Cost to distance conversion is sourced from Page 4 of 7

5 TFL Taxi passenger rates referenced (Taxi-fares-guide.pdf from April 2013) and average 7.00 per mile converted to km by KMs = ((Fare)/7))* The conversion factor then used is the average of black cab and regular cab rates for Vehicle Kilometres using the 2013 DEFRA conversion tool. Bus Expense data was obtained from site level data or Amlin s General Ledger and converted to distance using Transport for London Report 3 (2010) p178 - Average Bus fare per passenger/km 15.0 (pence per Km), with no inflation applied. No update has been provided by TFL. Conversion factors used were taken from the 2013 DEFRA conversion tool. Train Train kilometre data was obtained from corporate travel agents, overseas offices and General Ledger data. Train expense claims converted to km distance using a per passenger per kilometre figure from the Office of Rail Regulation Statistics Report Yearbook page 23 Table 1.3c = (pence per Km). No update has been provided by the ORR. Conversion factors used were taken from the 2013 DEFRA conversion tool. Tube Expense data was obtained from site level templates or from Amlin s General Ledger and converted to distance using Transport for London Report 2010 p180 - Average Underground fare per passenger/km 19.8 (pence per Km) with no inflation applied. Conversion factors used were taken from the 2013 DEFRA conversion tool. Staff Commuting This includes the carbon emissions from staff commuting based upon an online staff survey completed in November and December The survey was completed by 54% of all employees, both permanent and contract, and averaged to 100% by office location. Emissions are calculated on the basis of the distance travelled, days worked, mode of transport and in respect of own vehicles, fuel type and engine size. Conversion rates are used from the 2013 DEFRA conversion tool. Page 5 of 7

6 3 Locations 3.1 Carbon Conversion Factors All Carbon Conversion Factors are taken from the 2013 Greenhouse Gas Conversion Factor Repository Carbon Smart conversion site. 3.2 Commuter Survey The number of people in the commuter survey includes additional staff from satellite offices; Glasgow (two employees) Manchester (four employees) and New Jersey (one employee) this accounts for seven extra employees in the commuter survey compared with the total staff number used for other scope 1-3 reporting. These have not been included in the total per person CO 2 footprint as in the main they are not office based and this would have distorted the CO 2 per employee calculation in our favour. 3.3 London Air travel has increased by 4% over last year which is in line with a small increase in headcount for London. The data was sourced through Amlin s travel agents; Sandy Row Travel, Maltings Travel, Personal Assistants and the travel nominal from the General Ledger. Rail travel numbers are now more accurate than previous years as we have granularity of London nominal travel codes, for instance tube travel can be split out from unspecified travel. The overall reduction in unallocated travel is due to this additional clarity of data. The 2013 rail numbers for London have decreased significantly as the data for IRS is now included in the Amlin UK submission. The London Service Companies, Lead Yacht Underwriting Ltd (LYUL), Crowe Livestock and Haven Knox Johnson, have been included as additional lines within the London section, and supporting documents can be found in the London folder. Gas usage across St Helen s has increased largely as result of faulty meter readings provided to the landlords in Bermuda Bermuda have used their finance data and used assumed splits for travel to determine monetary amounts spent. They have used an average exchange rate, and standard assumptions to convert from to KM. 3.5 AUK (Chelmsford, Nottingham, Basingstoke, Norwich) The gas and water for Belvedere House (Basingstoke) usage has reduced this year against the previous year as they have moved from larger single occupied building to a multi tenanted building. Electricity has increased due to the use of extra heaters at Belvedere House in the winter. Waste to Landfill at Amlin and Fenton House has reduced significantly due to the shredding and recycling of all paper waste and an increase in efficiency of their waste removal service provider. Page 6 of 7

7 3.6 Amlin Europe Travel The supporting travel information consists of the following documents: Travel Brussels & Amstelveen Trains Amstelveen, and Travel Martin Hewett (all booked directly). All remaining supporting travel data is included in the supporting data tab in the Amlin Europe submission. Air and rail travel has reduced significantly following the completion of a major programme which involved staff travelling to and from the UK on a regular basis. Heat, Power Waste There has been a decrease in electricity in the Amstelveen submission due to the move to a new office with an environmentally friendly climate control system. Water consumption fell at the Brussels office due to decrease in contract staff no longer working on the programme mentioned above. 3.7 France Domestic flights have increased significantly from that submitted in This is due to an increase of Broker meetings in line with Amlin France s strategy for Water usage is incurred through rental charges in lease terms, as referenced in the supporting data tab. 3.8 Zurich Zurich have been unable to provide detailed returns for 2013 and so have estimated gas and electricity based on occupancy levels. Travel and water data is estimated but includes an uplift for headcount increases. 3.9 Singapore There has been an increase in long hall air travel due to the increase in staff and overseas conferences. The general waste figures were provided by the landlord for the whole building. The submission was calculated on Amlin s office space. Page 7 of 7

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