Working with communities toolbox

Toolbox

Our policies, standards and other resources

We have more in-depth Group policies, standards and guidance covering different aspects of confidential information. You can find links to them here.

In addition, there may be specific policies and procedures that apply where you work. Your manager can tell you about these. If you are unsure then always ask your manager.

(Please note: some of our resources are only available to Serco employees. In this case, you’ll need to log in to MySerco to access them. If you have problems accessing them, please request a copy from your manager.)

People
One page statement defining Serco’s commitment to managing the lifecycle and wellbeing of colleagues.

Understand what is expected of you here.

Group Procedures – Political Donations and Activity
Details procedures for reviewing, approving, and managing political donations and activities.

Group Procedure – Charitable Donations, Sponsorships and other Contributions
Details procedures for reviewing, approving, and managing charitable donations, sponsorships, and related activities.

Guide - Entering Donations Sponsorship and Political Activity information on Assure
Provides guidance on how to enter and search for Charitable Donations and Sponsorships using the incident reporting system ‘Assure’ available through MySerco.

Group Procedure – Raising a Concern
Provides guidance on how to raise a concern.

Definitions

Community investments are donations, sponsorships and/or other contributions that seek to build community capacity and create real social impact, usually working with a charitable organisation.

A community organisation has a charitable purpose but is not necessarily a registered charity. Community organisations can include schools, universities, community projects or government departments which are not always charities, but which often have a charitable purpose – for example, health and education.

A monetary donation or contribution is the gross monetary amount that Serco pays in support of a community, charity organisation or other project. Donations can also be in the form of gifts (including hospitality, accommodation or premises or other assets) and employee and management time.

For example, Serco may offer a monetary contribution to a charity event, pay for the cost of advertising the event or commit other non-cash resources such as services, products, equipment or premises.

Funds, assets or resources that are donated by colleagues and colleagues to a community, charity organisation or other project are NOT considered donations and/or contributions made by Serco.

Sponsorship can be defined as a business relationship of mutual benefit that involves a company paying a fee or making payment in kind – for example with resources or services - in return for an association with a third party or charitable organisation.

Sponsorship is different from advertising as it can’t communicate specific attributes of a product or service.

Sponsorship activities could include sponsoring publications, events and costs – for example, paying for football strips for schools or local youth organisations.

At Serco, sponsorship of a charity or community organisation should be recorded in ASSURE under community investment. If you need assistance with this, reach out to your divisional Ethics and compliance lead.

This does NOT apply to sponsorship made independently by employees who are not using Serco funds or resources - except where there is a connection to Serco business. For example, employees from a potential supplier should not sponsor Serco employees during the bidding process.

A mutually beneficial collaboration between Serco (including wholly owned subsidiaries and majority-owned operations) and a charitable organisation, where a corporate campaign is run in conjunction with a charity or community organisation that will bring financial benefit to the company. This should NOT be recorded as Community Investment.

A giving is legitimate when there is nothing to suggest an expectation in return for improper performance, undue advantage, influence or other corrupt intent.

Funds paid by an organisation (e.g. Serco) that are set to be paid in equal amounts to the funds raised by employees for a charitable organisation.

Includes any:

officer or employee of a government entity or public international organization, or any department or agency of such an entity or organisation;
officer or employee of a government-owned or controlled company (including a company partially owned by the government);
political party or political party official;
candidate for political office/party;
member of a royal family; and
anyone acting in an official capacity on behalf of any of the foregoing (whether paid or unpaid).

This is about a company giving prize money or other prizes like goods or services or in-kind services, usually in return for association with a charitable organisation or other third party.

Funds raised independently of Serco by colleagues, friends, and family for a charitable organisation.

If you're a manager

Have open and transparent dialogue and consultation with the communities in which you operate. Identify initiatives to meet local needs.
Encourage involvement and participation in charitable activities by colleagues.
Ensure any Community Investment has a legitimate giving purpose where there is nothing to suggest an expectation in return of improper performance, there is no undue advantage or influence or no other corrupt intent. If you are at all uncertain speak to your Divisional Ethics and Compliance lead.
Support and ensure fairness when considering requests to perform community duties, such as volunteering.
Be cautious if offering or receiving Community Investment from a third party that is involved in a procurement process or leading up to or following a commercial decision.
Don’t ask third parties to give any donation, gifts or voucher, raffle tickets etc. to contribute towards any internal prize or reward scheme for staff.
Ensure that any sponsorship does not implicitly or explicitly endorse an organisation’s product or service.
Ensure appropriate due diligence is completed so we understand the charities and community organisations we are supporting.
Ensure that there is no conflict of interest in the relationship be established through the donation or sponsorship.
Record all community investment on ASSURE. If you need assistance with this, reach out to your divisional Ethics and compliance lead.