Office Guide October 2020 - Childhood Development Initiative
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Childhood Development Initiative
Office Guide
October 2020
Name of Policy Document: CDI Office Guide
Lead Staff Member: Admin team
Date of Last Review: October 2020
Date of Next Board Approval N/A
Next Review Date:
-0-
Contents
2.1 CDI Address, Eircode & Contact Details ............................................................................ - 3 -
Eircode ........................................................................................................................................... - 3 -
Directions to CDI Office: .......................................................................................................... - 3 -
2.2 St. Mark’s Contact Details .................................................................................................... - 3 -
2.3 Security ................................................................................................................................... - 3 -
2.4 Housekeeping: .......................................................................................................................- 4 -
2.5 Visitors: .................................................................................................................................... - 4 -
3. Telecommunications ...................................................................................................................- 4 -
3.1 Main Switch/Reception Phone .............................................................................................- 4 -
3.2 Office Phones .........................................................................................................................- 4 -
3.3 Conference Calls ...............................................................................................................- 5 -
3.4 Wifi ........................................................................................................................................... - 5 -
3.5. Printer/I.T. Support ...................................................................................................................- 6 -
3.6 Photocopier.............................................................................................................................- 6 -
4. Passwords..................................................................................................................................... - 7 -
4.1 Team Passwords ..................................................................................................................- 8 -
5. Printing/ Presentations ................................................................................................................- 9 -
5.1 ISBN numbers: .......................................................................................................................- 9 -
5.2. Reports ................................................................................................................................... - 9 -
5.3 Creative Commons ................................................................................................................- 9 -
5.4 Citation .................................................................................................................................... - 9 -
5.5 Glossary of Terms ...............................................................................................................- 10 -
6. Stationery ....................................................................................................................................- 10 -
7. Meetings ......................................................................................................................................- 10 -
8. Typing Documents .....................................................................................................................- 11 -
9. Saving Documents.....................................................................................................................- 11 -
10. Recruitment ..............................................................................................................................- 11 -
11. Communications ......................................................................................................................- 13 -
11.1 CDI Database.....................................................................................................................- 13 -
11.1.1 Bounced Email Addresses: ......................................................................................- 13 -
11.1.2 Database Clean Up: .................................................................................................. - 13 -
11.1.3 Newsletter: ..................................................................................................................- 13 -
11.1.4 Web Sign Up: ..............................................................................................................- 13 -
11.1.5 Mail Merges: ...............................................................................................................- 14 -
11.1.6: Portals .........................................................................................................................- 14 -
11.2 Membership Details ..........................................................................................................- 14 -
12. Hospitality ................................................................................................................................. - 15 -
-1-13. Transport ...................................................................................................................................- 15 -
13.1 Transport Companies .......................................................................................................- 15 -
13.2. Taxis ...................................................................................................................................- 16 -
14. General Office Info ..................................................................................................................- 16 -
14.1 Bins ......................................................................................................................................- 16 -
14.2 Electrical Recycling (Free) ...............................................................................................- 17 -
14.3 Pest Control ........................................................................................................................- 17 -
14.4 Environmental Awareness ...............................................................................................- 17 -
14.5 Finance ...............................................................................................................................- 17 -
14.6 Travel and Subsistence ....................................................................................................- 17 -
14.7 Car Insurance.....................................................................................................................- 18 -
-2-1. Introduction
This Policy should be read in the context of CDI’s full suite of policies and procedures.
2. General Information
2.1 CDI Address, Eircode & Contact Details
Childhood Development Initiative, St. Mark’s Youth & Family Centre, Fettercairn Road,
Fettercairn, Tallaght, Dublin 24.
Eircode: D24 PK6P
Tel: (+353-1) 494 0030
Fax: (+353-1) 4627329
Email: info@cdi.ie
Web: www.cdi.ie
Facebook: https://www.facebook.com/ChildhoodDevelopmentInitiative
Twitter: https://twitter.com/twcdi
Instagram: Instagram.com/childhooddevelopmentinitiaitve
LinkedIn: linkedin.com/childhooddevelopmentinitiative
Directions to CDI Office:
GPS location 53.29234,-6.388754
Detailed directions, including public transport links, are available here
2.2 St. Mark’s Contact Details
Manager: Geraldine 087 7757675
Office: 014527913 (Linda is the contact in the office).
manager@stmarksyouthclub.ie
2.3 Security
Staff with laptops are responsible for keeping them locked away when not in use. This is an
insurance requirement, and also applies to the Board room laptop.
The onus is on each team member to follow the security steps below. The last person to
leave the building must ensure all of the following have been carried out:-
Turn off and lock any equipment away;
Switch off appliances;
Turn off lights;
Plug out/turn off heaters;
Close windows/doors;
Set alarm and lock door.
Team members must lock the gates if you are last on the premises (if there is no
club on and no cars left in the car park).
-3-2.4 Housekeeping:
All team members should ensure the kitchen area is kept clean and tidy at all times, kitchen
items put away/in the dishwasher, and the dishwasher is emptied. Desks must also be kept
tidy.
After Meetings:
The room must be left clean and tidy;
Turn off any equipment/electric appliances and store away as necessary;
Remove dirty/unused kitchenware and place them back in the cupboard or
dishwasher.
2.5 Visitors:
Before Meetings:
As part of Health & Safety procedures:
Ensure the Visitor Book has been completed by all visitors attending
training/meetings;
Ensure that visitors have been made aware of emergency procedures, Covid
Procedures and Health and Safety requirements before the meeting starts.
This is the responsibility of the CDI team member hosting the meeting/training.
3. Telecommunications
3.1 Main Switch/Reception Phone
Answer Incoming Call
Lift handset;
If call needs to be transferred, hit green button
Staff names and extension numbers are listed here;
Choose appropriate name/extension;
Inform team member who is calling and hang up should they wish to speak to the
person. The call has then gone through to the team member.
Turn on Answer Machine
Press answer machine button on main menu. The voicemail automatically comes on
when the office is closed.
To turn off, press the same button.
Check Voicemail/ Change Greeting
Press Message Key;
Enter password;
Select desired option from menu.
3.2 Office Phones
You can view the manual for the office phones here
CDI Internal Phone List
This can be found here
-4-Note: As mobile numbers may be personal, please check the list to see which team
members have given permission for their number to be given out.
Employees will be reimbursed for the cost of calls billed to personal mobile phones made in
relation to carrying out their duties for CDI. A copy of your bill with a statement noting the %
of calls which are work related will be required in order to make a payment.
3.3 Conference Calls
If you are having a conference call in CDI office, dial 400 and enter Host pin: 1916.
(Guest pin 1234)
If dialling in externally call 01 910 3079 and use same host and guest pin as above.
3.4 Wifi
At the right hand corner of the laptop screen click as circled below:
Click on TWCDI;
Enter: support@dcnetworks.ie –all lower case Commented [MQ1]: Has this changed to calligo?
Use of the company’s e-mail, internet and IT systems are intended solely for business
purposes. Employees are precluded from using these systems for personal use and are
required to ensure that they do not download software/images under any circumstances.
Where such downloads are necessary, they must be authorised and approved in advance by
your manager.
Employees are required to be vigilant and aware of the risks of electronic viruses; suspicious
e-mails should not be opened under any circumstances. Should you receive offensive or
inappropriate e-mails or similar material, please inform your manager. All employees should
be aware that the transmission of offensive/inappropriate e-mails or the inappropriate use of
the internet represents gross misconduct and will lead to disciplinary action up to and
including dismissal.
Messages that reflect a personal opinion that may be considered inappropriate, offensive or
discriminatory by CDI, colleagues or external recipients are prohibited
-5-3.5. Printer/I.T. Support
Block 4, Unit 38, Northwood Court, Northwood Business Campus, Santry, Dublin 9
+353 (0)1 8869 130 (Main)
https://calligo.cloud/customer-support - please use this online form to log support requests.
As of May 2020, Calligo will no longer be answering email requests.
Main Contact: Noel Crowley fnoel,crowley@calligo.io Commented [MQ2]: This doenst look correct?
Note: Most issues are resolved under our contract agreement. If there is an additional cost
involved, you will receive an email with a quote attached. This must be approved by
CEO/OFM before Calligo proceed.
To add/ remove someone from the printer list, please use the following steps:
Open a web browser, enter 192.168.100.240. Then select “Store Addresses” and
add/remove as necessary. This can also only be done on site and it’s tied to the IP address
of the network and printer
3.6 Photocopier
Scanning a Document
Place document on top tray of photocopier, face up;
Press the Fax/Scan button on the photocopier:
On the photocopier screen, choose your name;
Click Start button;
Document will appear in your Inbox in MsOutlook.
Printing
Print in black and white and double-sided unless otherwise required. This should be
automatically set up on your pc/laptop by Calligo (remember to change back to one-sided
printing for letters etc).
Toner
When a toner gets to 10% fil llevel, it automatically sends a notification to Calligo and they
send a new toner the next day.
Do not change the toner until the printer gives notification to do so. When it gets to about
5% you can take the toner out and shake it slightly. You may get roughly 300 more prints
from here.
Everybody should familiarise themselves with changing toner cartridges and waste toners.
(Note: 10% leaves us with enough toner for 5,000 copies)
Toner Disposal
We recycle these through Infotone.co.uk and donate to charity through this.
-6-Printer Support
Nine times out of ten, Calligo will know before us if there is a printer problem, as they will
receive a report from the printer and they will remotely log in and fix the issue.
If not, contact the helpdesk by using the portal referenced above.
Laptops are only insured when they are in the personal possession of the user. Employees
should ensure that Laptops are locked away when they are not in use
4. Passwords Commented [TS3]: Could we add the portal passwords here?
Organisation Link /explanation User name/ Passwor
Account No d
Adobe Our PDF software holly@twcdi.ie 4thJune201
5
Amazon holly@twcdi.ie tallaght2016
Caesar.smith email This is used for Survey Monkey verification - Caesar.smith@cdi.ie 30thNovem
https://webmail.dccloud.ie/owa/#path=/mail ber2020!
CDI Website Login https://www.cdi.ie/wp-admin Ronan-admin sahv)dD#N
Relevant staff will have their own logins CT09ivULY
2$Jez*
Canva meadhbh@cdi.ie Tallaght123
CORE.ie www.core.ie Irish Business Website Meadhbh@cdi.ie Tallaght19*
Doodle.com We use this to check meeting availability holly@twcdi.ie Tallaght123
ECI Membership Number 116036
Eu Supply (tender https://irl.eu-supply.com Ciara@twcdi.ie Tallaght02
website Please refer to finance guidelines before using
this
Enclude This is for buying software at a charity rate Claire.barry@twcdi.i Tallaght123
e
Eventbrite This is for setting up events Holly@twcdi.ie tallaght17
Facebook Refer to employee handbook for guidance on Ronan.cavanagh@t Cditallaght1
using social media wcdi.ie 8
Google Drive This is used for sending large files info@twcdi.ie childh00d12
34
Gmail childhooddevelopme childh00d12
ntinitiative@gmail.co 34
m
HootSuite This is used for cross posting across multiple info@cdi.ie Tallaght123
social media platforms - Refer to Social Media
Policy for guidance on this.
Hunt office Office Supplies Meadhbh@twcdi.ie Tallaght
ISBN Number www.nielsenisbnstore.com info@twcdi.ie Cditallaght!
Purchase 18
Interflora.ie holly@twcdi.ie Tallaght123
Instagram https://www.instagram.com/childhooddevelopm info@cdi.ie Tallaght1
entinitiative/ - Refer to employee handbook for
guidance on using social media
-7-Mailchimp TWCDI Tallaght123
!
Mentimeter https://www.mentimeter.com/ claire@twcdi.ie Tallaght24!
Nielsen Title Editor For ISBNs CHLDDVPW Gh7PA8oW
Prezi enjoy Presentation software info@twcdi.ie tallaght
Register365 https://www.register365.com – this is for the accounts@cdi.ie Tallaght1
website domain
RPI website http://restorativepracticesireland.ie/wp-login.php twcdi-admin Ch1ldh00d1
5
mySage This is for accessing Sage invoices Claire.barry@twcdi.i Tallaght1
e
Skype Childhooddevelopme !TallaghtD2
ntinitiative 4!
Stripe Stripe.com accounts@cdi.ie Tallaght201
Please refer to the Financial Procedures for (this is the 9*
guidelines username)
Survey Monkey For writing and sending surveys to service users info@twcdi.ie Tallaght123
Twitter Refer to Social Media Policy for guidance on info@twcdi.ie Tallaght123
this
Vimeo Refer to Social Media Policy for guidance on Ronan.cavanagh@t tallaght
this wcdi.ie
Youtube Refer to Social Media Policy for guidance on Laura@twcdi.ie Tallaght123
this
Zoom https://zoom.us/ meadhbh@twcdi.ie Tallaght123
Video conferencing software Tallaght123
MyMilkman.ie Account - My Milkman – Milk account for the michelleq@cdi.ie Tallaght123
CDI office, sign in to add/ amend orders
Early Childhood Ireland https://www.earlychildhoodireland.ie/login/ Membership no AqwM5062
116036
The Wheel Holly@twcdi.ie Tallaght2019 €390
https://www.wheel.ie/user/7457 renewal
date
unknown (
no date
when
logged into
account.)
Children’s Rights https://www.childrensrights.ie/
Alliance
Lobbying info@cdi.ie Tallaght1
Online EU Application ciara@twcdi.ie Tallaght2019
System
4.1 Team Passwords
Team members must ensure the OFM has up to date passwords for individual PC and Cloud
access. Staff should password protect their supervision notes but ensure their line manager
and CEO have access to the password.
-8-5. Printing/ Presentations
CDI Standard Paragraph:
This can be found here
Powerpoint Templates
P:\Templates\Powerpoints
5.1 ISBN numbers:
Each printed report/ manual must receive an ISBN number (policy papers do not).
We buy these numbers in batches from an online company called Nielsen
https://www.nielsentitleeditor.com/titleeditor/ and details of how we do this can be
found in P/Dissemination/ISBN protocol.
Passwords to login are on the password list.
Once purchased, these numbers are saved in the same folder named above.
When a new document needs an ISBN number we assign the next available number
on the new batch of numbers e.g. 978-1-9164499-1-6.
Once a document has been assigned a number it needs to be uploaded to the
Nielsen Title Editor website along with being sent to a number oflibraries.
The list of libraries are saved in P/Dissemination/ISBN protocol/libraries.xls.
How they get sent or emailed to these libraries is noted beside the library itself in the
above document.
Libraries will either email or post confirmation of receipt of publication.
5.2. Reports
Every CDI publication must include the CDI logo and the Tusla logo. When we receive the
final web-version of the report, the PDF should be saved in the programme folder that it
relates to.
5.3 Creative Commons
A Creative Commons (CC) license is one of several public copyright licenses that enable
the free distribution of an otherwise copyrighted "work". A CC license is used when an
author wants to give other people the right to share, use, and build upon a work that they
(the author) have created. Most, but not all, CDI publications use the CC license and so
need the logo included in the document.
Creative Commons/ Disclaimer is available here
When a new Report is being published it may need the Creative Commons logo under the
Copyright section. This should be confirmed with the CEO The logo is saved in:
P/PR/Logos/Creative Commons Logo.
5.4 Citation
The following format should be included in all CDI publications:
-9-Any citation of this report should use the following reference:
Biggart, A. , Kerr, K. , O’Hare, L. and Connolly, P. (2012) Evaluation of the Effectiveness
of the Childhood Development Initiative’s Doodle Den Literacy Programme (replace with the
correct text) . Dublin: Childhood Development Initiative (CDI).
Copyright © Childhood Development Initiative, 2018
Tallaght West Childhood Development Initiative Ltd.
St. Mark’s Youth and Family Centre
Cookstown Lane
Fettercairn
Tallaght
Dublin 24
Tel: +353 (0)1 4940030
Fax: +353 (0)1 4627329
E-mail: info@cdi.ie
Web: www.cdi.ie
5.5 Glossary of Terms
This can be found at:
P:\Governance and Management\Office\Office Templates\
6. Stationery
Orders are usually placed in bulk, unless urgently required, as there is a delivery
charge – orders are placed once a month;
We place orders using Viking or Hunt Office;
The CDI Administrator will place the order. Please let the administrator know of any
stationary or office supplies that need to be ordered.
7. Meetings
Booking a Meeting Room
..\Room Booking Calendars\2020\CDI_2020_RoomBookingCalendar.xlsx
Enter any catering requirements i.e. sandwiches, tea & coffee etc and what time you require
delivery of food; Enter date and time of meeting (please keep the order of meetings by
time/date) name of meeting and enter how many are attending. You may need to enter a
new entry line;
Enter room layout i.e. board room, circle with no tables etc.;
Enter equipment required, projector, flipchart etc;
Maximum 25 people in the Board Room. Due to Covid 19, the current limit in the
Boardroom is eight.
Please note that the Administration Team need to plan ahead for shopping etc., so any
meetings not going ahead should be “struck through” but not deleted, by the organiser on
the calendar and inform administration so they are aware that it’s cancelled.
- 10 -Please check the calendar weekly, as meetings that are booked in but not going ahead can
cause another meeting to be cancelled if the room appears as not available.
NOTE:
If you need to gain access to your booked room to “set up” before training/meetings,
please ensure you have allowed sufficient time for this in the start time you are
booking. Otherwise you may not be able to gain access to the room. The onus is on the
organiser of the meeting to ensure that there is adequate set up time.
8. Typing Documents
All documents to be typed with font 11 Arial;
Put ; at the end of each bullet point with full stop on last line;
Header – put in hyperlink (filename & path) – see I.T. Tips document for how to use
hyperlinks.
Header – put typist initials;
Print hard copy and attach with paper clip to notes;
Put in CEO’s tray/leave back with relevant team member when complete.
9. Saving Documents
Please see P:\Governance and Management\IT and Data Management\P Drive for format to
be used when saving soft copies and correct placement/saving location for files.
Please see the Record Retention Policy for retention periods and final destruction of
electronic documents.
10. Recruitment
See the Employee Handbook for an explanation of the process for developing a recruitment
plan. The following outlines the advertising process only.
When recruiting, we use several platforms to advertise positions. These are listed below
Job Advertising Checklist
- 11 -How to advertise Website/Email Login Charge P
W
CDI Draft an email quoting the website Send to the main database & n/a n/a n/a
Databas reference for the application & job all the programme tabs of the
e advert database. Can only send
1500 at a time, so two emails
will have to be sent.
CDI Send advert details to Meadhbh, n/a n/a n/a
Website meadhbh@cdi.ie
UCD on the website: https://careersconnect.ucd.ie/ Michelle@twcdi. Free CGVHLYW
Careers employer/home.html ie C
There is a tick box to advertise also
on gradireland – PLEASE TICK THIS
(was originally the DCU site).
You must submit all the documents
relevant to the ad. They don’t want
students to have to log on to our
website also.
NUIG https://nuig.gradireland.com/ Meadhbh@twcd Free Tallaght1
employer/login.html i.ie
TCD Ad on website https://mycareerconnect.tcd.i meadhbh@twcd Free Childhood2
e/employer/login.html i.ie 017
UCC Ad on website https://careersconnect.ucc.ie/ Meadhbh@twcd Free Tallaght1
employer/home.html i.ie
Activelin Send docs in Word format by email Imelda, info@activelink.ie €180 per ad
k (deadline is 1pm today)
Tallaght Send details to online form on website http://www.echo.ie/advertisin Varies
Echo and a member of the Echo team will g depending on
contact you. size of ad
Charity Send docs by email http://www.charitycareersrecr €169 per ad
Careers tolaura@charitycareersrecruitment.ie uitment.ie/ for 30 days
Ireland
Include bitly link, hashtags, picture,
Faceboo @other organisations. Send details to
k Meadhbh@cdi.ie
Twitter Include bitly link, hashtags, picture,
@other organisations. Send details to
Meadhbh@cdi.ie
- 12 -11. Communications
11.1 CDI Database
The database contains a main marketing database and tabs for all programmes, as is saved
as P:\Contact Database\CDI Contact Database;
Ideally all fields should be completed if possible but the email is mandatory;
Team members can provide information to admin team for entry to the database or
amendments;
All entries can only be completed with the individual’s permission in order to be GDPR
compliant.
Please be aware that the information we get out of the database is only as good/up to date
as the information that is provided.
11.1.1 Bounced Email Addresses:
Bounced emails should remain on the main database if we get a message back that the
contacts mailbox is full;
If not, please delete the contact.
11.1.2 Database Clean Up:
The admin team do a yearly tidy up of the database beginning at the end June/start of July,
by sending the CDI Contact Sheet to all on the database, requesting them to fill in the form
and specify if they wish to stay on the database.
11.1.3 Newsletter:
All contacts added to the database will automatically receive the newsletter. If they wish to
be removed we will change it accordingly;
When sending out the Newsletter, the admin team will copy the database across to
Mailchimp.
11.1.4 Web Sign Up:
“Sign Up for CDI News/Events” form is set up on the website;
When a new contact signs up and hits submit, the information is automatically sent to
info@cdi.ie;
The admin team to update in the database.
(There is a note on the sign up form that if a contact wishes to be removed from our
database, they can send an email to info@cdi.ie with the word “remove” in the email subject.
This is also present in the email signatures of the admin staff and in the text of each mailout)
- 13 -11.1.5 Mail Merges:
When sending mail merges to all on the database, highlight all the email addresses in the
main database spreadsheet and copy them in to the BCC field only of the new email;
Politicians, Media, Suppliers, Ex. CDI, Academics categories will not receive all CDI
mailshots and are stored in their own worksheet within the database – relevant staff will
advise if and when they need to be included.
Note: If the database file is deleted in error, Calligo can back up the file up to 30 days
previous.
11.1.6: Portals
CDI has a number of portals established which enable shared access to documents with
external stakeholders. The lead member or staff is responsible for keeping the portal tidy
and up to date.
Website Portals: Managed by: Access Code:
Doodle Den Literacy Manager/ dden-mem-area
Admin
Restorative Practices RP Coordinator RP Trainers
Doodle Families Literacy Manager/ dfam-mem-area
Admin
PCF Parent Specialist/ Pcf-admin
Admin
SLT In Progress/ Admin atti-mem-area
IMH n/a
ATTI Guide to Local n/a
Services
Tallaght Welcomes n/a
Breastfeeding
Online EU Ciara@twcdi.ie Tallaght2019 Commented [MQ4]: Consistent font
application system Commented [MQ5]: The EU one is not an internal CDI portal – I
think it should eb in the table of passwords
11.2 Membership Details Commented [MQ6]: What happened to this information?
Organisation & Link Username Password Membership
cost and
due Date
Early Childhood Ireland TBC TBC €150 1 Jan
https://www.earlychildhoodireland.ie/login/
The Wheel holly@twcdi.ie Tallaght2019 €515 1 Jan
Https://www.wheel.ie/user/7457
Children’s Rights Alliance TBC TBC €700 TBC
- 14 -http://www.childrensrights.ie/
12. Hospitality
Sweet Cicely, 23, Block 503, Greenogue Business Park, Greenoge, Rathcoole, Co. Dublin.
(Sandwiches start at €4.50 per head and usually order Super Sambo Platter at €5.45 per
head). Minimum order for delivery is €30.
Email: info@sweetcicely.ie
Phone: 01 257 3770
Contact: Grainne
They will deliver on account.
Email order in and someone will get back to confirm along with invoice. Check the Finance
Policy for clarity on budget management.
Water
Admin team orders this when running low from Tipperary Water.
Phone: 01 6260798
a/c: 34081
Quote the account number when calling and advise how many drums need to be replaced.
Flowers
Interflora Account:
Login: Laura.Sutcliffe@twcdi.ie
Password: Tallaght
13. Transport
13.1 Transport Companies
Executive Transport Services Ltd.;
Phone: 01 4567666 / 086 8549363
Tara
CDI have an account and will be invoiced.
MacDiarmada Coaches
Contact: Pat McDermott
Mobile: 087 8622165
Fax: 045 878726
- 15 -Invoices: Tracey McDermott (Pat’s sister) Mobile: 086 8237461
Email: Tracey Mc Dermott macdiarmadacoaches@hotmail.co.uk
13.2. Taxis
Tel: 01 414 6222
Account Code: CDI002
We also have an account with the following company:-
Contact: Paul Mcellone stadiumcabstallaght@gmail.com
Taxis are booked online:
http://62.77.163.83/Tallaught/LogIn.aspx
Login Phone Number: 35314940030
Login Password: Childhood
Surname/Company Name: The Childhood Development Initiative
First Name/contact Name: Holly
Account Code: 10T6
When booking a taxi, please fill in the details in the following spreadsheet. This is to help
keep a track of these for finance purposes.
P:\CDI Office\Transport\Taxi Bookings\Taxi Bookings.xlsx
14. General Office Info
14.1 Bins
Thorntons Recycling a/c 16766.
Recycling Bin – collected on Thursday
General Waste – collected weekly on Friday
St Marks are responsible for putting out the bins.
- 16 -14.2 Electrical Recycling (Free)
RECYCLE IT johnmcentee@recycleit.ie
Free Electrical Recycling collections for Community Organisations
http://www.recycleit.ie/
Ph: 01 4578321
14.3 Pest Control
Pestguard on 1850 262 363 / 01 4587722
Account Manager: John 087 0509073
If a mouse is caught in the trap (black box), an alarm will go off. Ring Pestguard and their
Rep will call out, remove the pest and reset the trap.
The Pestguard folder (admin desk) should be made available to the Pestguard Rep to fill out.
14.4 Environmental Awareness
Staff will do all they can to operate an environmentally friendly office. This will include:
Recycling materials where possible;
Switching off machinery / PCs when not in use;
Photocopying back to back;
Holding one central hard copy of documents, rather than several individual copies,
and only when necessary and in line with CDI’s Record Retention Policy.
14.5 Finance
Detailed Finance Policies and Procedures are available here.
All staff will inform themselves of the agreed budgets assigned to individual activities.
Expenditure must remain within these allocations.
14.6 Travel and Subsistence
Line Managers should ensure that only essential travel is undertaken, that the number of
staff on any official journey is kept to a minimum and that the most cost and time effective
means of transport is taken (e.g. public transport where this is practical). Travel and
Subsistence claims should be made on the provided T&S claim sheets (See P Drive) and
signed by your line manager for payment approval.
Claim sheets should be prepared at the end of the month of travel within three months and
include all T & S expenditure to be claimed for that month. Receipts for expenditure (e.g.
taxis, hospitality etc.) should be attached to the claim sheet and coded appropriately. Where
possible, public transport should be used, and other travel and overnight expenses must be
approved by your line manager in advance.
- 17 -Travel and subsistence expenses for work related expenses will be paid according to the
following rates
Please note that the templates above are for rates in kilometres only.
Previous mileage claims should be included in subsequent expenses forms.
* Where lunch and dinner are provided, the reduced O/N rate should be used.
For overnights outside of Ireland, please check the following for rates
https://circulars.gov.ie/pdf/circular/per/2017/07.pdf
14.7 Car Insurance
CDI staff are required to obtain business class insurance prior to claiming travel expenses
from CDI and need to provide evidence to CDI by submitting a copy of their insurance policy
schedule. A copy of the insurance policy is to be kept on file.
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