As Christmas approaches, employers often face a range of HR questions around bonuses, gifts, office parties, and dress codes. To help you keep things merry while staying compliant, we’ve put together key considerations for managing this festive season in the workplace
Christmas Bonus – to pay or not to pay?
Employers can get themselves in hot water if they don’t pay someone a Christmas bonus because, in the employer’s opinion they don’t deserve one this year (perhaps for disciplinary or attitude reasons).
Even having reference in the contract to the bonus being discretionary does not necessarily mean the employer can arbitrarily withhold payment whatever the reason, particularly if custom & practice has developed over time.
Having a clear document that outlines when the bonus would not be paid is key to avoid claims of breach of contract or unlawful deduction from pay.
Christmas Hampers or Gifts for Staff
If your company traditionally provides Christmas hampers or gifts, employees may begin to see this as a contractual entitlement, especially if it’s been done consistently for several years.
- Managing Expectations: Inform staff early on if hampers or gifts are not guaranteed to prevent misunderstandings. If budgets are tight this year, consider explaining the situation to your employees and perhaps opting for a smaller, cost-effective gesture instead.
- Transparency: A quick update or company announcement about changes to this year’s holiday perks can go a long way in maintaining morale and trust.
Dress Code and Christmas Jumpers
Relaxing the dress code and allowing holiday jumpers can bring a festive vibe to the office, but there are a few points to consider:
- Optional Participation: Be sure to communicate that dressing up is optional. Not everyone celebrates Christmas, and some may prefer to stick with regular attire.
- Clear Guidelines: If casual dress during the post-Christmas period has caused issues in the past, send a reminder in advance to outline the expected dress code.
Christmas Gifts from Clients and Suppliers
Gifts from clients and suppliers are common around Christmas, but it’s essential to remind staff of appropriate conduct:
- Gift Policy: Employees should feel free to accept and enjoy small gifts, like chocolates, but larger or more valuable gifts may need to be reported. Gifts that could influence decisions, such as preferential agreements, should be managed carefully.
- Bribery Policy: If you don’t have guidelines on receiving gifts, consider implementing a Bribery Policy to provide clear guidance on acceptable gift values and procedures.
Christmas Celebrations and Inclusivity
Whilst Christmas celebrations (including a party) can boost morale and show appreciation for employees, be mindful of religious and cultural inclusivity:
- Party Planning: Choose a venue and date that respects different religious beliefs and schedules. Avoid holding parties on days that could interfere with religious practices.
- Dietary Needs and Drinks: Offer a variety of non-alcoholic drinks and menu options that cater to diverse dietary needs, such as vegetarian, vegan, or allergy-friendly items.
- Although holding a Christmas party is not likely to be seen as discriminatory under the Equality Act 2010, respecting everyone’s beliefs fosters an inclusive workplace.
Want to avoid a Christmas “clause” for concern? Contact Metis HR for expert advice and guidance – we’ll help you sleigh the tricky stuff and make the season a success!
Call us on 01706 565322 or email Paul.Roberts@metishr.co.uk or Jessica.Fossey@metishr.co.uk to arrange a FREE HR consultation.
