Corporate Social Responsibility Policy

Corporate Social Responsibility Policy 1. Overview Our corporate social responsibility programme is an important step in ensuring we work with our clients, employees and other stakeholders, to better support our local community and reduce our impact on our environment. We are committed to operating our business in an ethical manner that is both sensitive and responsible with proper regard to our legal obligations and abiding to relevant directives, regulations and codes of practice. Through our corporate social responsibility programme we aim to: engage in activities that bring economic, social and environmental benefits, ensure the best levels of performance in areas such as health & safety, diversity and equal opportunities, and take an active part in supporting the local community and social causes and in doing so, we work alongside charities, schools, National Governing Bodies and other educational establishments to develop innovative approaches and application of best practices. 2. Policy objectives The objective of this policy is to provide the minimum standards for managing risk and opportunities relating to the conduct of corporate social responsibility by haysmacintyre to support the achievement of our vision. By creating this framework we aim to facilitate business practices that balance profit and success with achievement of social and sustainability goals. The policy seeks to demonstrate our values and principles that are vital to our decisionmaking. Our corporate social responsibility programme covers a broad spectrum of activities and this policy covers the following areas: community engagement, our employee practices, diversity and inclusion, minimising environmental impact, business ethics, our clients, and risk management. 1

3. Policy owner This policy is owned by haysmacintyre s nominated corporate social responsibility committee, which is overseen by a chairman at partner level. The executive sponsors for this policy are the firm s management board. 4. Primary audience This policy: outlines to all stakeholders our clients, employees, shareholders, suppliers and business partners, and the communities in which we operate what are aims and objectives are for our corporate social responsibility programme and how we aim to achieve it. is applicable to all employees at haysmacintyre and aims to provide them with the standards required to adhere to our corporate social responsibility practices. aims to support those with roles and responsibilities within the firm and the nominated corporate social responsibility committee to effectively embed, monitor and report on the progress of the activities in the corporate social responsibility programme. Is applicable to all haysmacintyre s suppliers and business partners, from whom we expect equivalent standards with regards to corporate social responsibility. We aim to monitor these standards through our everyday business practices and look to actively encourage our suppliers to better their standards with regards to their corporate social responsibility practices. 5. Business ethics haysmacintyre is committed to being a responsible business and we aim to ensure the manner in which we conduct our services meets the highest standards of business ethics. Our business ethics principles include: ensuring we comply with relevant legal legislation, such as The Bribery Act 2010 and Money Laundering Regulations (please refer to the relevant policy document for further information), being honest and transparent in the way we conduct our accounting services, being fair to our employees, clients, suppliers, and other stakeholders in the relationships we build through our business practices, and respecting the confidentiality of our clients and the information they provide to us. 2

6. Community engagement haysmacintyre believe they have a responsibility to support the local community, and aim to help a wide range of community groups. Our objectives and approach to our community engagement is to actively encourage staff involvement in firm-led initiatives, and also celebrate charitable activities employees choose to undertake in their own time, such as with local charities or voluntary organisations, or those participating in a sporting event to raise money for charity. Focus areas for community investment activities haysmacintyre has decided to focus their time and resources on a number of key areas with regards to their commitment to helping their local community. For 2013/14 these focus areas include: participating in a numeracy projects in a local school, working with dedicated sporting bodies, fundraising for our nominated Charity of the Year, and supporting one-off events, such as the Poppy Appeal with the Royal British Legion. Criteria for the Charity of the Year selection The firm has chosen to select one active charity to support as part of their Charity of the Year. This will be changed on an annual basis and employees at the firm will be asked to participate in the selection process. The firm will encourage staff to participate in fundraising activities that are coordinated by the corporate social responsibility committee, and the firm itself will make an annual donation to the nominated charity. The criteria for the Charity of the Year includes: it must be a registered charity with the Charity Commission. it must be active in the local community to the firm s office. the charity can operate in any area, such as helping elderly people, supporting the environment, or engaging young people in sport, for example, as long as their activities are charitable. 7. Our employees We are committed to ensuring that we provide a motivational, fulfilling and fun environment in which to work. We focus on recruiting and retaining the best people for our business, recognising each employee s achievements and rewarding their efforts. We 3

believe that much of our success can be attributed to the values that we hold and that we aim to embed throughout our working practices across the firm. To ensure our employees remain motivated, fulfilled, rewarded, and therefore committed to working at haysmacintyre, we take the following steps: We formally appraise all our employees with an annual review, We provide our employees with a benefit scheme in accordance to their employment. This includes: a pension scheme, life assurance, an optical care scheme, season ticket loan, access to the child care voucher scheme, the option to trade holiday, access to online discounts, and influenza vaccinations are available free of charge. Training and development haysmacintyre provides a range of training and development opportunities for its staff. Decisions on the suitability and applicability of programmes are determined through the annual performance review process, during which individual s training and development needs are identified within a personal development plan. Progress on the acquisition of new skills and knowledge are monitored throughout this process. Our training and development falls into four broad categories: Programmes relating to the enhancement of skills for an employee's current position These include internal and external courses providing technical training, for example on the use of software packages, and specialist training relating to the skills that employees require for their job. Programmes leading to a professional or academic qualification haysmacintyre encourages employees, who wish to do so, to pursue continuous professional development and where appropriate to gain further qualifications. Programmes that have a specific management or supervisory focus These include internal and external courses on manager development, supervisory skills for line managers, and leadership development programmes. Health and Safety training This includes courses in manual handling, risk assessment, fire safety, first aid, and food and hygiene regulations. Equal opportunities haysmacintyre is fully committed to providing equal opportunities in employment and the elimination of unlawful and unfair discrimination and values the difference a diverse workforce brings to the firm. We will not discriminate directly or indirectly in recruitment or employment because of age, disability, gender reassignment, marriage and civil partnership, 4

pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation. These are known as protected characteristics and haysmacintyre will not discriminate because of any other irrelevant factor. All decisions relating to recruitment and employment will be objective, free from bias and based solely upon work criteria and individual merit. Please refer to our full Equal Opportunities and Dignity and Work Policy document for further information. Higher apprentice in assurance/audit haysmacintyre has already made a commitment to The Assurance/Audit pathway of the Professional Services Higher Apprenticeship, which is a new route into the accountancy and/or finance sector and we aim to make further places available via this scheme from October 2013. The opportunity is open to anyone, including school leavers or those seeking to start a new career. Healthy and safety haysmacintyre is committed to ensuring the health, safety and welfare of its employees, partners and visitors and to provide adequate control of the health and safety risks arising from our work activities so far as is reasonably practicable. We endeavour to take steps to ensure that our statutory duties under the Health & Safety at Work Act 1974 are met at all times and maintain safe and healthy working conditions, preventing accidents and work related ill health. It is the responsibility of the firm to provide and maintain safe equipment and ensure that all processes and systems of work are designed to take account of health and safety and are properly supervised and maintained at all times. Employees will be given information, instruction and training where necessary to enable safe performance of work activities. The firm is committed to ensure all employees are competent to do their tasks, and to give them adequate training. Arrangements will be available to enable employees to report health and safety concerns. All partners and employees have a responsibility under the Health and Safety at Work Act 1974 for their own health and safety and that of their colleagues while at work. All employees, contractors and sub-contractors are required to co operate with the firm and their colleagues in implementing the policy and shall ensure that their own work is without risks to themselves and others as far as reasonably practicable. Success in maintaining high 5

health and safety standards depends on continued support and co operation from all partners and employees. Please refer to our full Health and Safety Policy document for further information. 8. Minimising environmental impact haysmacintyre recognises it has an impact on the environment and has made a commitment to ensuring it takes steps to minimise the effect it has through its services and the action undertaken by its employees on behalf of the firm. We ensure all employees and visitors undertake their activities with the lowest possible environmental impact and awareness activities are undertaken to help them to achieve this. haysmacintyre aims to exceed expectations during the relocation to its new office and during this process will take measures to reduce their impact on the environment and also help with the future running of its office to require less energy. The fit out of our office and the new equipment installed will allow the firm to reduce energy usage, increase recycling rates and reduce our overall carbon footprint. To achieve these objectives we have a dedicated environmental management plan, in which we set annual targets with an action on how we aim to meet these environmental targets on an annual basis. Procurement haysmacintyre is committed to procuring any goods and services in an ethical manner and from companies that are respectful to their environment and uphold their commercial obligations. Purchasing is undertaken in a manner that encourages competition, and offers fair and objective evaluation of offers from all potential suppliers. haysmacintyre works with all their suppliers to ensure they meet the minimum standards set by our corporate social responsibility policy, and encourages them to look for innovative ways to be more environmentally friendly and, where possible, support their local community. 9. Our clients It is our belief that all our clients should be treated with equal respect and provided with the best possible service our employees can offer. We take steps to ensure all our employees are trained to deliver higher-than-usual accounting services, with expert advice that is delivered in a professional and timely manner. With each of our clients we are confident 6

that we will find and implement the best solution to the challenges each business faces. We approach each new situation with energy and enthusiasm and look for innovative mechanisms to ensure we deliver are services to the highest standard. Through building long-term relationships with our clients across a range of different industry sectors, we believe there is scope to work with a number of our clients to have a more meaningful impact through our dedicated corporate social responsibility programme. We aim to deliver a number of innovative projects over the next few years, in specific areas, which will engage our clients which we hope will inspire them to develop their own community investment activities. 10. Risk management This policy supports the management of the following inherent risks: senior management do not demonstrate their commitment to high standards of business conduct, which may result in unethical decisions or behaviours, and therefore diminish the firm s reputation. If the firm does not properly communicate their corporate social responsibility activities and successes of its programme externally to stakeholders, it may result in missed business opportunities and/or may not attract appropriate future employees. If the firm does not effectively communicate internally with employees they may not be aware of the opportunities available to them within the corporate social responsibility programme and therefore the firm it not able to fulfill its commitments to the local community, the environment, employees, clients and other relevant stakeholders. If the committee fails to effectively embed the corporate social responsibility programme into the business and engage employees, it may have an adverse affect on successfully implementing the firm s corporate social responsibility strategy and upholding their commitments to local charitable causes. If the firm does not act appropriately with regards to supporting charities and local causes, it could risk the loss of business and it may impair its reputation. By not fostering a culture that respects, celebrates and harnesses differences, the firm may fail to retain and recruit the best people for the business to succeed. 11. Roles and responsibilities It is the responsibility of all employees at haysmacintyre to read and understand this policy, and seek advice from the firm s nominated committee on any areas they do not fully comprehend. 7

It is the responsibility of the firm s corporate social responsibility committee to: ensure that the business effectively embeds this policy into the firm s everyday practices, set appropriate key performance indicators for the corporate social responsibility programme and monitor its progress, effectively implement the firm s corporate social responsibility strategy, report on the programme s progress, at least on an annual basis, both internally to employees and to external stakeholders and other communities. They must ensure key performance indicators are included in the annual report, ensure that the requirements within this policy are understood by employees and be available to assist them with implementing the standards needed, ensure suppliers to the firm understand the standards that are required, and review this policy where appropriate. It is the responsibility of the firm s management board to: ensure the business manages risk and operates in line with the minimum standards of this policy, maintain an appropriate control structure and culture to manage risk, ensure procedures are established to enable the reporting of risks related to corporate social responsibility issues, ensure there are clear lines of accountability and responsibility with regards to activities within the firm s corporate social responsibility programme, ensure that their external business partners understand and are committed to this policy, and oversees the progress of the corporate social responsibility committee to ensure they effectively deliver and report on the achievements of the programme that are in line with the business objectives and are appropriate to its values. 12. Review This policy will be reviewed regularly and may be altered from time to time in light of legislative changes or other prevailing circumstances. haysmacintyre 2013 8