POLICY DOCUMENT

Personal Appearance & General Conduct, v1.1

Statement of Confidentiality
This Policy Document is proprietary to TSYS Managed Services EMEA.
It is supplied in confidence to staff and clients and, except for evaluation purposes, should not be disclosed or otherwise
revealed to outside parties without the express written consent of TSYS Managed Services EMEA.

Contents
1.

Introduction Error! Bookmark not defined.

2.

Personal Appearance
2.1.

3.

Error! Bookmark not defined.

Principles of Dress Standard & Appearance

General Conduct 6
3.1.
3.2.
3.3.
3.4.
3.5.

Food & Drink 6

Personal Conduct & Belongings 6
Fault & Accident Reporting
6
Local Environment
7
Drugs & Alcohol 7

4.

Schedule adherence

5.

Client & Staff Liaison

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This policy is designed to guide employees on the required standards of dress and appearance. All
employees appearance must conform to the dress code policy at all times both within the workplace
and when representing the Company.
The policy is not exhaustive in defining acceptable and unacceptable standards of dress and
appearance, and staff must use common sense in adhering to the principles underpinning the policy.
The management of the Company will be the sole judge of what is and is not appropriate for the
purposes of this policy. If you are unsure as to whether the clothing you wish to wear is acceptable
under the dress code policy it would be advisable to refrain from wearing such clothing.
The Company recognises the diversity of cultures and religions of its employees and will take a
sensitive approach when this affects dress requirements. However, priority will be given to health
and safety, security and other similar considerations.

TSYS Managed Services EMEA applies a simple set of standards across all areas of the business
regarding personal appearance and general conduct. These standards are designed to:

ensure maximum comfort and dignity for all employees and workers (staff);

support a safe and healthy business environment;

support the application of consistent, equitable practices across the organisation;

maintain TSYS Managed Services EMEA good business reputation.

This policy should be read in conjunction with other policies in the TSYS Managed Services EMEA
suite of policies.
Where any member of staff fails to meet the standards set out in this Policy, at any time, TSYS
Managed Services EMEA will treat the matter with the utmost seriousness, implementing disciplinary
action as appropriate. Serious or persistent breaches of policy can lead to dismissal.
Further guidance can be sought from a member of management, or a member of the Human
Resources department.
Employees who meet with clients or who have arranged meetings with clients / suppliers or who are
interviewing candidates must present a positive image of the Company and are not entitled to wear
business casual dress on these occasions. In this regard, acceptable attire is a business suit or smart
jacket/blazer/shirt plus coordinating trousers/skirt and smart shirt/blouse. Male employees have the
option to wear a tie. Female employees may wear a dress or jacket and skirt as an alternative to a
suit.
As an exception to the above formal dress requirements, employees may wear smart business
casual clothing to work when they are not meeting with clients or interviewing, unless advised
otherwise by their manager and subject to business requirements.

TSYS Managed Services EMEA adopts a smart business dress policy during core
office hours (09:00 17:30, Monday to Friday), outside of these hours smart jeans are
acceptable.

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Please note that neck ties are optional at all times. Occasionally alternative forms of dress code may
be briefed in advance to staff for example business attire during important client visits.

1.1.

Principles of Dress Standard & Appearance

The following are the overriding principles of any dress type and appearance at all times:

Staff should present themselves for work in clean and ironed clothing at all times. Staff should
maintain a good standard of personal hygiene, and hair should be clean and in a presentable
style.

It is never appropriate to wear ripped or torn clothing to work or items of sports clothing (e.g.
tracksuits or tracksuit bottoms or shorts)

No more than two discreet sets of earrings are acceptable, as is one small nose stud. Other
visible piercing and tongue piercing are not appropriate to the professional business
environment and should be removed prior to entering Company property.

Any tattoos should be discreet and not offensive to others and where possible they should be
covered.

Clothing that might expose midriff, cleavage or underwear is not appropriate for a business
environment.

All staff should be aware of colleagues views and feelings when selecting clothing for the day.
For this reason, clothing carrying any offensive wording or logos must not be worn to work.

Where a telecommunication headset is a requirement of the job role, clothing that obstructs
the face may not be worn.

TSYS Managed Services EMEA will send staff home to change, without pay, should an individual
present him/herself to work in a manner that is out of line with this policy.
At all times, the line managers interpretation of this policy will be considered final . If you are unsure as
to whether the clothing you wish to wear is acceptable under the dress code policy it would be
advisable to refrain from wearing such clothing.

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Suitable Business Attire

Short Sleeved Shirts / Polo Shirts with Collar

Smart Casual Trousers / Chinos

Smart Trousers

Shirts (Ties optional)

Suits / Jackets

Dress Shoes / Dress Boots

Skirts / Dresses

Short / Long Sleeved Blouses

Dress Shoes / Dress Boots

Smart Tops

Smart jeans worn outside of core office hours must not be ripped, bleached or have any
decoration, and one colour. Low rise jeans showing underwear is not acceptable.
Certain items that are not permitted

Jeans or any item that is denim

Obvious Logos on Trousers

Micro or very short miniskirts

Low cut t shirts, blouses and transparent clothing

Shorts

Leggings / Jeggings

Sports clothing, for example tracksuit bottoms / tops or football shirts

Any clothing with slogans or symbols

T Shirts of any description including those that have logos / artwork/ wording

Trainers, Walking Boots, Canvass Shoes, Flip Flops

Excessive or unconventional jewellery

These lists are not exhaustive and the final decision as to whether dress is appropriate for the
workplace under this policy is the line managers decision.
Please see appendix 1

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Personal Appearance and General Conduct Policy V1.6

2. General Conduct
The following are the overriding principles of general staff conduct:

2.1.

Food & Drink

TSYS Managed Services EMEA provides various vending facilities for use by all staff
and visitors, and clean break room environments within which food and drink can be
consumed.

Staff and visitors may take drinks into the working environment providing that
containers have lids (where available) or sports caps. This is to minimise spillage.

2.2.

Any waste items, such as empty cups, must be disposed of promptly. Cups should be
empty prior to being disposed of.
Food can be consumed in the break rooms only.

Personal Conduct & Belongings

Staff are encouraged not to bring personal belongings and valuables into work as the
Company cannot take responsibility for them.

Any personal items, such as coats and bags, must be stored in cupboards provided
by the Company. Walkways and exits must be kept clear of such items.

The use of offensive or discriminatory language will not be tolerated. TSYS Managed
Services EMEA is an equal opportunities employer which operates multi-cultural managed
service centres. We ask that each member of staff show care, respect and tolerance to all
colleagues with the understanding that discrimination or malicious offence of any kind is
treated as a serious disciplinary offence that could lead to dismissal.

2.3.

Any spillage, however minor, must be cleaned promptly.

Fighting in or outside of Company premises is strictly forbidden.

Unauthorised gambling on Company premises is strictly prohibited. Should a member

of staff suspect that another individual is involved in unauthorised gambling, he/she should
advise a manager or a member of the Human Resources department immediately.

Litter should be placed in a litter bin promptly, using recycling facilities where
provided.

Fault & Accident Reporting

All accidents should be reported to a manager for inclusion in the site Accident Book,
where appropriate.

Faults with facilities and equipment should be reported promptly to the Facilities
department. Breakages and any fault that may cause personal injury must be reported
without delay.

Faults with technical equipment, such as computers and telephony equipment,

should be reported promptly to the IT Support department.

Staff are advised not to attempt to repair faults or breakages of any nature.
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2.4.

Local Environment

Staff and visitors may smoke at designated times and in designated places outside of
Company premises.

Smoking inside is not permitted under any circumstances, and the Company urges all
staff to be mindful of non-smoking colleagues during smoking breaks.

Staff are asked to refrain from smoking outside meeting room windows or near
entrances/exits.

Noise outside Company premises, in walkways and in stairwells, should be kept to a

minimum.

2.5.

Litter, including cigarette ends, must be disposed of in a litter bin.

The Company asks all staff and visitors to have respect and consideration for the
local environment. Complaints from neighbours and colleagues regarding conduct that might
reflect poorly upon TSYS Managed Services EMEA are treated seriously.

Drugs & Alcohol

Staff and visitors may not be present on Company premises, or on Company

business if under the influence of:
o

Alcohol (for clarity, no alcohol should be consumed during the working day whether on
or off Company premises);

Illegal drugs, or any drugs not specifically prescribed for the individual by a doctor;

Solvents or similar substances.

Staff and visitors may not engage in any transaction regarding the above named
substances while on Company premises or on Company business.

The above named substances may not be consumed on Company premises. Alcohol
may be consumed on Company premises during social activities that have been explicitly
authorised by a Director. On such occasions, staff and visitors should not return to work
activities and should exit Company premises upon the conclusion of the social event.

The above named substances must not be brought onto Company premises, or to
Company events.

Any breach of these standards could result in summary dismissal.

If any member of staff has dependency on drugs or alcohol, or knows or suspects that a colleague has
such a dependency, the Company urges the individual to seek professional guidance or support. In the
first instance a member of the Human Resources department may be contacted in complete
confidence for further advice.

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3. Schedule adherence
Adherence to working patterns and schedules is vitally important to the running of Company business.
Company working patterns and schedules help ensure maximum efficiency and productivity; they also
help to ensure that staff take sufficient rest breaks. The following principles apply:

Staff should not leave their place of work for any reason without first informing their
manager. This is important both for schedule adherence and for health and safety reasons.

Staff should take scheduled rest and other breaks at the times instructed by the
Company. It is important to be punctual when going to and returning from breaks.

Where scheduled activity is experiencing low volume, for example when fewer calls
are being presented than was anticipated, staff should seek guidance from a manager
regarding alternative activity. The Company will utilise such time for business activity, or for
personal/professional growth and development. On this basis, alternative activities will only
be permitted in exceptional circumstances.

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4. Client & Staff Liaison

TSYS Managed Services EMEA is dependant upon its client relationships for continued business
success. As a result client personnel, prospective client personnel, and their third-party partner
representatives (clients) are often present on-site. It is important to remember the following points at
all times:

Any client should be treated with the utmost respect at all times.

It may not be immediately clear or obvious that an individual is a representative of a

client organisation. For this reason, the practices described in this document must be
adhered to at all times as they represent standards of appearance and conduct that are
appropriate in any situation.

When hosting a client or other visitor, the host member of staff must ensure that the
client or visitor complies at all times with TSYS Managed Services policy, especially those
related to security and confidentiality.

Further to these points, the following is guidance for staff interaction with clients.

Gifts may not be accepted from a client unless authorised by a Director.

Staff should observe Company rules relating to security and confidentiality when in
conversation with a client.

It is important that all staff act in a professional manner at all times when in the
company of a client. This includes during interactions in the working environment and during
social events.

Intimate personal relationships between a representative of an existing or prospective

client and members of staff are not permitted.

Any member of staff who is subjected to an unwanted advance, inappropriate

communication or exchange from a representative of a client should inform a manager
immediately.

Any request from a client to perform work related activities that are not in line with
established, approved procedure must first be approved by a manager.

Personal relationships can form between members of staff and TSYS Managed Services EMEA will
not normally seek to limit these. However, it should be noted that the company will not permit an
intimate relationship between a manager and team member. Where such exists, one of the individuals
will be moved to an alternative department. Where no alternative can be found, discussions will be
entered into regarding alternative remedies.

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Appendix 1

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