PebblesA guide to your benefits

Benefit Description

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How to access Pebbles Access to the Pebbles portal is straightforward through the tools directory on Mott MacDonald’s Compass site. Always use this as your preferred route.

Click on the orange ‘Enter portal’ link from the UK Pebbles page and re-enter your network password to gain automatic access.

Access away from the office – If Compass is not available, you can access the Pebbles portal via any internet browser by going to www.

A guide to your benefits Pebbles is your personal pay and benefits portal – it’s where you access your reward statement which itemises the regular pay and benefits that make up your annual package value. Your monthly pay advice is loaded into Pebbles on the last working day of the month and it’s the place where you make flexible benefit choices each year.

Flexible benefits selection through Pebbles is open to all UK-based and paid employees under a standard UK contract of employment. The plan lets you mix and match benefits to suit your needs – and because you select most of them by exchanging some of your salary it means you can make valuable income tax and National Insurance Contribution (NIC) savings.

HMRC are reviewing this tax treatment with the possibility of changes from April 2017.

pebbles.mottmac.com In this case, a Pebbles password must be obtained by clicking on ‘Request a password’ on the log in page at www.pebbles.mottmac.com A password will be sent to your work email address. Alternative email addresses can be set up in advance by calling the Pebbles helpdesk on 0345 266 0168.

Detailed guidelines to accessing the portal are available on the UK Pebbles intranet page.

Most of the benefit selections you made last yearwill roll over unless you change them during enrolment. However, your leave benefits will default to your reference entitlement so you must submit a selection if you want to exchange pay for leave. You must also renew any cycle to work, gym membership, dining card or season ticket loan selection. If you selected childcare vouchers since April 2011, you’ll need to request a new earnings assessment before enrolment closes.

The benefit selections you make stay in place for12 months (or less if you’re joining part way through the year). You can only change your selections at the next annual enrolment period.

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Pebbles benefits plan – at a glanceThe Pebbles benefits plan offers you the ability to manage the range of benefits set out below.

When you’re invited to log on to the ‘My benefits’ section of the Pebbles portal you’ll be able to find out more about how the plan works, review the benefits and options available to see what’s best for you and enrol to make your selections.

Lifestyle

Leave Enables you to buy additional days or exchange some of your standard leave entitlement for other benefits or pay.Cycle to workAllows you to lease a bike and/or safety equipment to a value of £1000 (inc VAT) from the company. Gym membershipCorporate discounts at UK-wide health clubs for yourself and your partner.

Childcare vouchersSaves you money on your registered childcare arrangement.Give as you earnProvides a convenient way of donating to charitable organisations of your choice with monthly deductions from your gross salary.Dining CardsEnjoy mid – week discounts at restaurants, cinema’s and other attractions nationwide.

Financial

PensionEnables you to maximise tax efficiencies and change your level of pension contributions through pension salary exchange. Critical illness insuranceProvides a lump sum payment for yourself and dependant children on diagnosis of a specified critical illness. Partner critical illness insuranceProvides a lump sum payment if your partner is diagnosed with a specified critical illness.

Life assuranceProvides a tax free lump sum in the event of death – with an option to increase cover.Season ticket loanEnables you to spread the cost of a season ticket for trains, trams, buses and station car parking with an interest free loan, repayable over 10 months.

Health

Private medical insuranceProvides cover for private medical treatment and you can include your partner and dependant children. Dental insuranceContributes to costs whether provided as a private or NHS patient.

Health screeningProvides you with a range of health assessments, from essential to comprehensive screening. Partner health screeningProvides your spouse/partner with a health screen.

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You will be able to make your choices through ‘My benefits’ during the annual enrolment period. Simply find and click Pebbles in the Compass tools directory where you will find the ‘Enter portal’ button which will take you straight through to the Pebbles portal. Then click on the ‘My benefits’ item in the left hand menu.

Make sure you submit your benefits during the enrolment period – they will then take effect from 1 January. If you don’t submit any choices,your benefits will default to those in your current package – remember exceptions to this are leave, which reverts to your reference entitlement by default, bikes, gyms, dining cards and season tickets. Your benefit selections will be contractually binding for the 12 month benefit year running from 1 January. If there is a significant personal change that falls within the definition of a life event you may be able to change your benefit selections during the year – see the matrix on page 12.

Making your benefit selections online is easy. Once you’ve received your email invitation, visit the Pebbles portal and find out much more about each benefit.

Step 1 Log onto ‘My benefits’ through the Pebbles portalFrom the Pebbles homepage, simply click on ‘My benefits’ from the left hand menu.

Step 2 Consider which benefits are right for youRead this guide to see what options you have. Think about how you could combine the benefits to better

suit your needs or save you money. You may want to take a look at your online reward statement – which you can find on the Pebbles portal – showing your reference pay and benefits package. These are your entitlements unless you change them via Pebbles flexible benefits.

Step 3 Make your selectionsThe first screen you’ll see within ‘My benefits’ will be your ‘Enrol’ page. This will show a list of all the benefits to which you are currently entitled. On the right of each benefit in the list you’ll see a ‘View/Select’ button. Click on this button to see more information on the benefit and the options you can choose. When you enter details or a choice and ‘select’ an option you can go back to the enrolment screen and you’ll see that the monthly cost is shown. You’ll also be able to see the combined impact of your provisional selections on your regular pay. You can save the details of provisional benefits selections by clicking ‘Save’ before you leave the site BUT for your choices to take effect, you must ‘Submit’ all your final selections together before the end of the enrolment period. Look for the ‘Save’ and ‘Submit’ buttons at the bottom right of the ‘Benefit enrolment’ screen.

Step 4 Submit your selectionsWhen you’re happy with all the benefits you’ve saved and the total monthly value that’s shown, click on the ‘Submit’ button at the bottom of the enrolment page. You’ll then need to read the declaration wording and confirm that you’re happy for your benefit choices to be submitted. You must complete the ‘Submit’ step in the process to make your benefit choices effective.

Making your choice – in 5 easy steps

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New to Mott MacDonald If you join us after annual enrolment you’ll still be able to take part in most of the benefit plans through the Pebbles portal. You’ll be given more than two weeks before cut off on the 27th of each month in which to submit your selections. So if for example you start 14 April, you’ll automatically be given until 26 May to submit selections which will become effective on 1 June.

Step 5 Confirming your selectionsOnce you’ve successfully submitted your choicesyou’ll see that the ‘Enrol’ page is recaptioned ‘Benefitconfirmation’ and the ‘View/Select’ buttons you’vebeen using for enrolment will be reset to ‘View’ only.Use the ‘Print’ button at the top right of the screen if you want a record of the choices you’ve successfully submitted although you’ll be able to review your confirmation statement online at any time during the benefit year.

Things to rememberCheck dependant detailsYou should check that the personal details heldfor your dependants on the site are complete andaccurate. During enrolment you can do this by clickingthe ‘Check dependants’ button and update detailsfrom the ‘Enrol’ page. It is important that you do thisas you will only be able to select benefits for yourspouse/partner/children if you fill in their details.

Save and submitIf you ‘Save’ a mix of benefits and don’t ‘Submit’ them, your choices won’t come into effect because you won’t have completed enrolment for Pebbles benefits.

DefaultsAny benefit that you chose last year is set as a default – do nothing and you’ll be committed to these choices for the next benefit year. The exceptions are cycle to work, season ticket loans, gyms, dining cards and annual leave which reverts back to your reference entitlement of either 30, 33, or 35 days, or hourly equivalent for part-time staff.

Your next opportunityIf you do not take advantage of this flexible benefit window you will have to wait a year for your next opportunity to participate in Pebbles benefits.

Pebbles helpdeskIf you require any assistance during the enrolment window, the Pebbles helpdeskis open 09:00 till 17:00 Monday to Friday.

t 0345 266 0168 e pebbleshelp@vebnet.com

The helpdesk can assist on enrolment, queries regarding access to Pebbles via www.pebbles.mottmac.com and any life event questions or concerns you may have.

Your lifestyle options

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Benefi t Description

All employees are able to buy additional leave. But there is an annual 45 day maximum which includes your reference allocation (which incorporates company days and public holidays) and any leave you carry over from the previous year (maximum 10 days). You can make exchanges between pay and leave in whole days.

For part-time employees the maximum and minimum amount of leave you can exchange will be prorated depending

All employees are able to sell leave toa minimum of 28 days. If you reduceyour leave allowance and take theequivalent monthly cash value, youcould pay more tax and NICs becauseyour pay may increase depending onyour other benefi t selections.

on the number of hours you work compared to the full-time equivalent. You can make exchanges between pay and leave in hours.

Whether full or part-time, you can only exchange leave in the current benefi tyear as long as you have joined thecompany on or before 10 September.

Carry over leave must be taken by 30 September in the following year.

Leave (buy)

Leave (sell)

Tax free NIC free

Tax free NIC free

Edenred, our current provider, will set up an electronic account into which your virtual vouchers are transferred for the payment of registered childcare providers.

Savings of up to £1195 per year are available. But since April 2011 new joiners have been restricted by a basic earnings assessment that needs to be completed each year and at life events.

Currently, this benefi t is both tax and NIC free.

From early 2017 new UK childcarearragements will apply to new joiners.

Tax free NIC free

Childcare vouchers

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Benefi t Description

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This HMRC approved scheme allowsyou to hire a new bike or just safetyequipment worth £100-£1000 (inc VAT) free of tax and NICs.

Following annual enrolment, you’llbe invited to complete an online hireagreement. You must do this within theweek of receipt.

Cycle to work can only be selected atannual enrolment because you’re locked in for a full benefi t year.

Select a Tastecard for up to 50% off food bills at restuarant chains or a Gourmet card for higher end meals.Buy via monthly deduction from net salary. Available at annual enrolment only for yourself and/or a partner.

Select an annual membership to amaximum value of £1500 (£3000 ifyou include a partner) and benefi t fromdiscounts at health clubs UK-wide. Youcan select a different gym for yourpartner to yourself.

There are no joining fees and you’ll save NICs when you select this benefi t.

Gym membership can only be selected from 1 January. You will be taxed on this benefi t.

Cycle to work

Gym membership

Tax free NIC free

Tax free NIC free

Dining card

Tax free NIC free

Your fi nancial optionsBenefi t Description

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Season ticketloan

Select a loan for travel to work by rail, bus or tram and also cover the car parking associated with your journey. An interest free company loan means that you benefi t from discounts on an annual ticket and spread travel costs over 10 months in the benefi ts year.

You must send a copy of your season ticket and ticket photo card or other proof of purchase to EUNA HR bythe end of January.

Applications for a season ticket loan can be made for £400 up to 10% of reference salary. £5000 is the maximum loan available. Applications can only be made at annual enrolment and for the full benefi t year. Repayments will be made from your net salary after deductions have been made for tax and NICs.

Tax free NIC free

You can either join the Group Personal Pension scheme or manage the level of your contributions for the next benefi t year.

Participating in the GPP increases your total package value becauseof the contributions made byMott MacDonald. You can also request a ‘life event’ to join the pension scheme during the benefi t year or increase contributions.

Pensions salary exchange applies and in addition to your normal tax concession, your pension contributions through Pebbles are NIC free.

Pension

Tax free NIC free

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Benefi t Description

Tax free NIC free

Critical illness insurance – self and partner

Provides a tax free lump sum ondiagnosis of a critical illness. Chooseyour level of cover in £25,000 stepsup to 4 x your reference salary to amaximum of £150,000. 25% of yourbenefi t up to £20,000 in free cover is provided for dependant children.

You can provide insurance foryour partner to the same level asyourself up to a maximumof £100,000.

Whether you are buying cover for yourself or your partner, this insurance is taxable as a benefi t in kind but you don’t pay NICs. Exclusions apply for pre-existing and related conditions when selecting or increasing cover.

As an employee, you automatically have cover of 4 x reference salary. You can maintain this level of cover or through salary exchange you can increase the cover provided byCanada Life to suit your need, to:• 5 x reference salary• 6 x reference salary

Unless you are a new joiner with Mott MacDonald, you can only increase your cover by one step at this enrolment.

A full health declaration is not typicallynecessary if you’re actively at work and within the free cover limits (£1.25m). Cover is provided tax and NIC free.Tax free NIC free

Life assurance

Your health options

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Benefi t Description

This Bupa benefi t offers a contributiontowards necessary dental treatment,from check-ups to more complexprocedures such as bridges anddentures.

The range from a basic core throughto the top end Level 4 plan meansthat you can choose the appropriatereimbursement to assist with yourdental bills.

You can choose cover to include:• employee only• employee and spouse/partner• employee and children• employee, spouse/partner and children

The main exclusions arise fromcosmetic, sporting injury andhospital treatment.

Previous dental history will bedisregarded.

This benefi t is taxed but NIC free.

Dental insurance

Tax free NIC free

Private medical insurance covers specialist medical treatment for a range of acute diseases, illnesses and injuries. This includes out patient, day care, private hospital and NHS private wing care in all UK regions. There are four levels ofcover available:• employee only• employee and spouse/partner• employee and children• employee, spouse/partner and children

An excess of £150 per claimant isapplied to claims in each benefi t yearfor all members and dependants grades A-I.

A full medical declaration will benecessary if you’re not an existingmember. This also applies to newstarters, dependants and rejoiners.

This benefi t is taxed but NIC free.

Private medical insurance

Tax free NIC free

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Benefi t Description

Tax free NIC free

Partner health screening Through Pebbles you can also select

a Nuffi eld screening for your partner, with the same range of options at competitive rates.

You can only select this benefi t during the annual enrolment period.

Partner health screening is taxable as a benefi t in kind, but you won’t pay NICs.

You can choose from one of four options which have different levels of health and wellbeing assessment criteria to suit your needs.

Reasonable time off needs to be agreed with your line manager to attend one of the Nuffi eld regional health centres.

Fees are applicable in full irrespective of any life event in the benefi t year, or on leaving the company.

You can only select this benefi t during the annual enrolment period.

Health screening

Tax free NIC free

Life event matrixLife event matrixNew joiner

Assign/second into UK for >12 months

Marriage/civilpartnership/divorce/separation

Death of dependant partner

On maternity, adoption, additional paternity leave or birth/adoption

On return from maternity, adoption or additional paternity leave

End of occupational sick pay

Change in childcare arrangements

Signifi cant change in hours (> 19%)

House moveor relocationin the UK

Promotion with a change in reference benefi ts

Signifi cant changein fi nancial circumstances of employee’s partner

New GPPmember/ Increase contributions

Leave buy/sell Cycle to work Childcarevouchers GAYE Pension Additionalexchangecontributions Critical illness Critical illness – spouse/partner Lifeassurance Season ticket loan Private medical insurance Health screen – employee Health screen – spouse/partner Dental insurance Gym membership Dining Cards

This information is for guidance – specifi c conditions apply in each case so please check with the Pebbles helpdesk on 0345 266 0168

A change is permitted at the time the event occurs, subject to the individual rules for each benefi t

New joiner

Assign/second into UK for >12 months

Marriage/civilpartnership/divorce/separation

Death of dependant partner

On maternity, adoption, additional paternity leave or birth/adoption

On return from maternity, adoption or additional paternity leave

End of occupational sick pay

Change in childcare arrangements

Signifi cant change in hours (> 19%)

House moveor relocationin the UK

Promotion with a change in reference benefi ts

Signifi cant changein fi nancial circumstances of employee’s partner

New GPPmember/ Increase contributions

Leave buy/sell Cycle to work Childcarevouchers GAYE Pension Additionalexchangecontributions Critical illness Critical illness – spouse/partner Lifeassurance Season ticket loan Private medical insurance Health screen – employee Health screen – spouse/partner Dental insurance Gym membership Dining Cards

This information is for guidance – specifi c conditions apply in each case so please check with the Pebbles helpdesk on 0345 266 0168

A change is permitted at the time the event occurs, subject to the individual rules for each benefi t A change cannot be made until the next annual enrolment period ie the following 1 January