Need a helping hand with your HR queries?
We’ve got you covered with our HR frequently asked questions (FAQs) for business owners! Have a question not answered here? Just get in touch with us here.
As part of our commitment to employee wellbeing, we are looking to implement more measures targeted at mental health. What measures can we put in place to do this?
Employee mental health can be improved through strategic organisation wide approaches that include training managers on identifying mental health issues and ways to support employees who are struggling with them. This can be done by implementing Employee Assistance Programmes, conducting mental health awareness initiatives, making reasonable workplace adjustments and promoting positive mental wellbeing through supportive policies and practices.
The most effective approach to helping with employee mental health is to combine prevention strategies with support for those experiencing mental health difficulties. A comprehensive approach should involve employers identifying stress sources and implementing solutions rather than relying solely on individual-level interventions. Remember, those sources can be external to the workplace as well as coming from within it and can include workload but also interactions with colleagues, especially where they
involve bullying, harassment or discrimination.
Signposting to relevant resources is an important part of this and one that managers can be responsible for. By talking to employees who they think might be struggling, managers can, if appropriate to do so, direct employees towards, e.g. an EAP or a mental health charity to support employees who are struggling with their mental health and ensure they get help from trained professionals.
As British and Irish nationals have an unlimited right to work in the UK, do I still need to carry out right to work checks for them or can I skip that step?
You must complete right to work checks on all those you intend to employ, regardless of their nationality. Not only does this avoid the risk of discrimination, as failing to do so would put those of other nationalities under an additional burden and detriment, but also to protect the organisation against enforcement action for illegal working should it turn out that the person claiming British or Irish nationality did not in fact have it.
Employing an illegal worker can leave you open to fines. Fines are set at up to £45,000 per illegal worker for the first offence and up to £60,000 per illegal worker for repeated offences.
Right to work checks can be completed by physically meeting with the employee to check, copy and verify their original documentation (e.g. passport or birth certificate). Employees must provide the original document; a scan or copy cannot be accepted.
Alternatively, employers can engage with a government-certified Identity Service Provider (IDSP) who can complete a digital check of the employee’s documentation on behalf of the employer, using specialist Identification Document Verification Technology (IDVT). Or get in touch with us because we can manage your digital checks.
What is considered a “reasonable” investigation before dismissing an employee?
Under the Acas Code of Practice on Disciplinary and Grievance Procedures, along with the accompanying guidance, different individuals should ideally manage each stage of a disciplinary process. This means one person should carry out the investigation, another should lead the formal disciplinary hearing, and a third – ideally more senior – should handle any appeal.
This approach helps to maintain fairness and impartiality. If the same person is involved in multiple stages, particularly both the investigation and the hearing, there’s a risk they may have already formed an opinion, which could unfairly influence the outcome.
A recent case, Kedracki v Kingsway LIF Holdings Ltd [2025], showed how failing to use different people at each stage can lead to a finding of unfair dismissal – even if the outcome wouldn’t have changed.
That said, in smaller businesses, it’s recognised that having multiple people involved may not always be possible. In these cases, it’s important to follow a fair and transparent process as closely as you can and seek advice if needed.
Can menopause be classed as a disability?
The menopause isn’t automatically classed as a disability, but it can be if the symptoms are long-term and have a substantial impact on day-to-day life, as defined by the Equality Act 2010.
Recent tribunal cases confirmed that menopause symptoms can meet this threshold. For employers, this means you may have a legal duty to make reasonable adjustments – for example, flexible working, uniform changes or temporary performance support.
Menopause can also link to sex and age discrimination, so it’s essential to handle these situations sensitively and fairly.
Having a clear menopause policy and training managers to handle conversations confidently can help your business stay compliant and support employee wellbeing.
Will new digital IDs change how we carry out Right to Work checks?
In September 2025, the UK Government announced plans to introduce digital IDs for all UK citizens and legal residents, which will become the mandatory way to prove the right to work. The move aims to strengthen measures against illegal working and simplify identity verification for employers.
Currently, employers must verify every new employee’s right to work in the UK—typically by checking a passport or using an online share code. Once introduced, digital IDs will be available via smartphone, allowing individuals to confirm their status quickly and securely. The Government has also confirmed that alternative options will be available for those without smartphone access.
While full details are still being developed, it’s expected that employers will need to record digital ID checks as evidence of compliance with right to work legislation.
The digital ID scheme is expected to be rolled out by the end of this Parliament (2029). Until then, existing right to work processes remain unchanged. Employers should continue to carry out and document these checks carefully – failure to do so can result in civil penalties of at least £45,000 per breach.
What are your responsibilities as an employer during a heatwave?
When the temperature rises, so do your legal and moral responsibilities. While there’s no maximum working temperature in UK law, employers must ensure working conditions are reasonable and safe.
Here are five simple ways to keep your team safe and productive during hot weather:
1.Ventilation matters – Keep air flowing with fans, open windows, or air conditioning
2.Flexible working – Adjust hours to avoid peak heat
3.Provide water – Cold, clean drinking water should always be accessible
4.Dress code – Where appropriate, relax the rules
5.Too hot to handle – Consider early finishes or alternative working options if it’s genuinely uncomfortable
Looking after your people = better wellbeing, fewer complaints, and a more productive team. Win-win!
Can the same person carry out different stages of a disciplinary process?
Under the Acas Code of Practice on Disciplinary and Grievance Procedures, along with the accompanying guidance, different individuals should ideally manage each stage of a disciplinary process. This means one person should carry out the investigation, another should lead the formal disciplinary hearing, and a third – ideally more senior – should handle any appeal.
This approach helps to maintain fairness and impartiality. If the same person is involved in multiple stages, particularly both the investigation and the hearing, there’s a risk they may have already formed an opinion, which could unfairly influence the outcome.
A recent case, Kedracki v Kingsway LIF Holdings Ltd [2025], showed how failing to use different people at each stage can lead to a finding of unfair dismissal – even if the outcome wouldn’t have changed.
That said, in smaller businesses, it’s recognised that having multiple people involved may not always be possible. In these cases, it’s important to follow a fair and transparent process as closely as you can – and seek advice if needed.
What is the difference between the National Minimum Wage, the National Living Wage and the Real Living Wage?
The National Minimum Wage (NMW) and the National Living Wage (NLW) are the minimum rates of hourly pay employers in the UK must pay to their employees.
Since 1 April 2024, the NLW is paid to those aged 21 and over. The age bands are as follows:
21+ (NLW)
18–20-year-olds (NMW)
16–17-year-olds (NMW) apprentices under 19, or over 19 and in the first year of the apprenticeship.
Employers who fail to pay the NMW or NLW face the risk of significant fines, inclusion on the Government’s “naming and shaming” list of employers in breach of NMW laws and having to make up the shortfall in wages at a potentially increased rate.
In contrast, the Real Living Wage is a voluntary rate that employers pledge to pay. This voluntary rate is set by the Living Wage Foundation and is intended to reflect the real cost of living. There are two rates of the Real Living Wage, one for those living and working within London and another for the rest of the UK. As a voluntary rate, enforcement of any failure to pay this would be via a tribunal for an unlawful deduction of wages claim or other breach of contract claim.
Should we relax our dress code rules and allow tattoos?
Your stance on covering up tattoos is your decision, though you
should be able to explain to staff why you would like them to be
covered up.
Your stance is likely to be informed by the type of organisation you
are and the work involved, so you may choose to ask employees to
cover up tattoos if you wish to portray a particular kind of
professional environment.
It could be that different rules are appropriate for client facing and
non-client facing staff in your organisation. As long as these rules are
applied consistently, then this should not be an issue.
Remember, allowing self-expression at work can help to create good
relations with staff and help them feel valued by their employer.
Some employers are taking this approach, e.g. in May 2022, Virgin
Atlantic removed its ban on visible tattoos on uniformed staff to
recognise “the uniqueness of its people and customers”.
Who can take neonatal care leave?
From 6 April 2025, qualifying employees will be entitled to take neonatal care leave from day one of employment.
Neonatal care leave is intended for parents of newborn babies who are receiving neonatal care which starts within the first 28 days of their life, counting from the day after they were born and for a minimum of seven continuous days. It will operate to work around existing leave entitlements. In some cases, fathers, or mother’s partners, will be able to take neonatal care leave even though they did not qualify to take paternity leave in relation to the baby.
According to the neonatal care leave regulations, leave can be taken
by:
- the child’s parent, an intended parent of the child, or the partner
of the child’s mother at the date of birth - in cases of adoption, the child’s adopter, prospective adopter, or
the partner of either at the date the child is placed - an overseas adopter, or the partner of an overseas adopter at the
date the child enters Great Britain
“Intended parents” are those who intend to receive a baby that has been carried by a surrogate mother. Neonatal care leave will come into force for babies born or after 6 April 2025.
I do not want my employees watching sport, or anything else that might distract them from their work. Is there a way to restrict access to specific sites?
As long as the sites are not needed for work purposes, there is no
reason why this cannot be done.
The most straightforward way to do this is to caution employees that
should they be found to be accessing such sites during their working
hours, then they may be subject to disciplinary action as a result.
If you choose to go down this route, it is wise to include this in an
internet usage policy and to warn employees that it is happening to
avoid them spending time trying to access these sites.
If your internet usage policy also allows you to monitor which sites
they access on work equipment, a gentle reminder of this would also
be appropriate.
If you need further support or guidance in implementing or reviewing
your policies, get in touch – we’re here to help!
How can I support employees who may be participating in Ramadan?
Support employees during Ramadan by offering flexibility and understanding:
- Schedule meetings outside of iftar time.
- Where operationally possible adjust work schedules to accommodate fasting.
- Allow time for daily prayers.
- Provide suitable meal options or allow breaks for suhoor and iftar.
- Offer lighter tasks to manage energy levels.
- Respect fasting and allow time off for religious observances.
- Check in on employee needs and preferences.
Creating a supportive environment fosters inclusivity and boosts employee wellbeing.
What is the minimum notice period I need to provide employees during redundancy?
The minimum notice period depends on the employee’s length of service:
– Less than 2 years: 1 week
– 2-12 years: 1 week for every complete year of service
– 12+ years: 12 weeks
Consulting with a Haus of HR expert ensures compliance and helps you handle redundancies with care and fairness.
How do I ensure I’m compliant with UK employment law when hiring?
Key steps include:
– Conducting right-to-work checks.
– Providing a written employment contract prior to or on the start date.
– Adhering to the Equality Act 2010 to prevent discrimination.
The Haus of HR team can undertake a complimentary audit of your recruitment process to make sure it’s legally compliant and inclusive.
Can I dismiss an employee during their probation period without risk?
While probation periods allow for flexibility, the dismissal must still adhere to employment law. Avoid dismissing for discriminatory reasons, and ensure you provide fair notice (usually outlined in their contract).
A Haus of HR expert can offer tailored advice to protect your business and maintain professionalism.
What should I do if I suspect an employee is misusing sick leave?
Handle this delicately by:
– Requesting a fit note if the absence exceeds 7 days.
– Conducting a return-to-work interview.
– Maintaining clear records of absences.
If misuse is confirmed, disciplinary action may be necessary. A Haus of HR expert can guide you through the process to ensure fairness and legal compliance.
What are the legal requirements for handling employee grievances?
Under UK employment law, employers must:
• Have a written grievance policy in place.
• Acknowledge and investigate the grievance promptly.
• Allow the employee to bring a companion to formal grievance meetings.
• Follow ACAS guidelines for fair resolution.
Handling grievances poorly can lead to legal disputes, so having expert HR support is crucial.
How do I manage an employee’s request for flexible working?
As of 2024, all employees in the UK have the right to request flexible working from day one of their employment. As an employer, you must:
• Accept the request unless there’s a genuine business reason not to
• Consult the employee before making a decision – unless you accept it in full
• Make a final decision, including any appeal, within 2 months
• Handle the request fairly and reasonably
Refusing a request unfairly could lead to discrimination claims. Need help managing flexible working requests? Our Haus of HR experts can guide you through the process to ensure compliance and fairness.
Do I need to provide written employment contracts?
Yes, under UK law, employers must provide a written statement of employment particulars by or on the employee’s first day of work. This should include:
- Job title and description.
- Working hours and location.
- Pay, benefits, and leave entitlement.
- Disciplinary and grievance procedures.
Our team can draft contracts tailored to your business to ensure full compliance.
How do I handle performance issues while staying legally compliant?
To manage underperformance fairly:
- Set clear expectations and provide regular feedback.
- Offer training or support to address gaps.
- Follow a formal process if performance doesn’t improve, including documented warnings and action plans.
A structured approach reduces the risk of unfair dismissal claims. Need help creating a robust performance management system? We’re here to assist.
Can I require employees to work overtime, and how should it be paid?
Overtime must be outlined in the employment contract. Key points include:
- Compulsory overtime: Must be reasonable and comply with the Working Time Regulations (maximum 48-hour work week unless opted out).
- Pay: Employees must receive at least the National Minimum Wage for all hours worked, including overtime.
Need help drafting or reviewing contracts to address overtime? Let us assist..
How do I handle workplace discrimination claims?
Under the Equality Act 2010, you must take all reasonable steps to prevent discrimination based on protected characteristics (e.g., age, gender, race, disability). If a claim arises:
- Investigate promptly and fairly.
- Offer support to those affected.
- Implement or reinforce anti-discrimination policies.
We can help you create inclusive workplace policies and resolve disputes professionally.