CONFIDENTIALITY
And agreed between the Parties hereto:
Word Perfect Translation Services Limited is an equal opportunities Employer having its registered offices at 22 Upper Ormond Quay, Dublin 7, and is in the business of translating and interpreting throughout a broad range of languages for its valued Customers and Clients. The Company continues to grow and move forward.
It is absolutely essential that arising out of the provision of our services, confidentiality be always maintained – most particularly in respect of two relationships.
The first of these relationships is that between Employer and Employee and the second is that between Employee and Customer or Client. It is hereby agreed that the utmost good faith and confidentiality in respect of all information sensitive or otherwise must always be maintained not only for the benefit of Word Perfect Translation Services Limited but also for the benefit of those it serves.
Employees of our organisation must always remember that they are also its Agents. In other words, they hold themselves out as acting for and on behalf of the Company during the course of their employment. Since our daily translating and interpreting tasks often expose us to the intimate details of other people’s personal lives, we pledge unto ourselves the promise that we shall not exceed our job description and duties by divulging anything whatsoever about our Customers and Clients beyond that which is essential for the proper commission of these duties.
We further pledge unto ourselves not to transmit such details in any way, shape or form whatsoever other than is strictly necessary for the professional translating and interpreting of the same. This includes, of course, the necessity not to comment (other than we must in connection with our duties) to others on the information of which we learn. Employees hereby confirm that they have never been convicted of a criminal offence and they hereby consent to the Employer making any and all enquiries in that regard.
We acknowledge that in the course of providing general, technical, documentary, legal and medical translation and interpretation services the sensitive, personal and private nature of what we encounter is just that – sensitive, personal and private. Whether we are proofreading, translating, interpreting on site, in hospitals, prisons, Garda stations, courts or at a private consultation (to name only a few) we promise to act only as guardians of silence in relation to our own affairs and those of others.
STRICT GUIDELINES FROM THE ACCOUNTS DEPARTMENT
Please read carefully the following:
An invoice template for each month will be emailed to every interpreter. Please submit the filled in invoice immediately after the last day stated on the invoice.
All the business hours will be stated in the invoice as hours and the non-business hours as OT (over time).
Over the phone minutes/hours will be stated as OT1 (over time 1) in your payslip.
The 4 payslips will be issued at the end of the month based on the information from the interpreter’s invoice. The payment on all 4 payslips will be done on the 15th day of the following month.
The note on the bottom of the payslip will state all the discrepancies.
Please submit all the attendance forms for all jobs (in person or over the phone) completed within the month at the end of the month.
Any late attendance forms will result in a reduction of 20 % off your total invoice.
Invoices have to be completed in capital letters and all the details required have to be filled out every time the invoice is submitted.
The templates of all invoices can be e-mailed or faxed to you.
In order to do so, please contact Santina at 01- 8720008 or accounts@wordperfect.ie
Interpreter’s Attendance Forms
It is the Interpreters` responsibility to bring the correct Word Perfect Attendance form to each appointment. The form can be downloaded from www.wordperfect.ie/form or come into the office anytime to collect same.
It is the Interpreters responsibility to:
- All attendance forms must be fully completed with the correct start and finish times entered onto the sheet.
- All forms should be signed and stamped by a member of staff present at the time.
- All forms must have both a patient name AND chart or reference number on all forms.
- All attendance forms and invoices sent to the office must be originals. No scanned copies, photocopies or faxed attendance forms will be accepted. Keep copies for your own record.
Failure to comply with this will result in non-payment of your fee.
The attendance form template can be e-mailed or faxed to you. Please contact Elena or Santina at 01-8720008 or email to accounts@wordperfect.ie
Appointments & Follow-ups
In carrying out your duties it is the sole responsibility of the employee to remedy any mistakes and inaccuracies that occur. Any such mistakes or inaccuracies must be brought to the attention of the Company as soon as possible. Where mistakes or inaccuracies on the part of the Interpreter results in monetary loss to the Company, the employee shall reimburse any such loss in full to the Company at the discretion of the Company.
Any future dates or follow-ups organised by the employee must be notified immediately to the Company by telephone (01-8720008), e-mail (accounts@wordperfect.ie) or in person.
Partners, friends or families should not accompany employees into the venues where the employee carries out his/her duties. This is strictly prohibited and may result in dismissal.
Once a job has been assigned, you must give 12 hours notice by telephone to the manager on duty or another person designated by the Company of your unavailability to carry out the particular job. A 24-hour line is available at 01-8720008 for this purpose. It is not sufficient to leave a voice message or send a text message in these circumstances. The employee must make this call personally.
Any employee who fails to comply with these rules may be subject to disciplinary action. In addition, a penalty of € 150.00 will be deducted from that month’s payment at the discretion of the Company.
All the interpreters are to inform the office of Word Perfect Translations if running late for an appointment by at least half hour in advance. A 24-hour line is available at 01-8720008 for this purpose. No text messages or voicemails will be accepted.
Any employee who fails to comply with these rules may be subject to disciplinary action. In addition, a penalty of € 25.00 will be deducted from that month’s payment at the discretion of the Company.
Travel time
From 1st of July 2009, travel time is no longer applicable.
Mileage
Mileage is calculated at €0.50 per mile return trip if you travel outside your jurisdiction.
For example, the distance Dublin-Navan-Dublin is 65 miles. 65miles x €0.50=€32.5. Mileage is only paid if you are travelling outside your jurisdiction.
Fuel/Petrol/Bus Receipts
The receipts for your travel have to be submitted with your invoice. Fuel will be paid only when travelling in between the jurisdiction, for example, if you travel from Swords, Co. Dublin to Blackrock, for Dublin appointments the petrol expenditure is reimbursed only for non-business hours.
For the appointments done in Dublin during the business hours (Monday to Friday 9 am to 5.30 pm, except Bank Holidays) will be reimbursed based on the price of a monthly Bus & Luas ticket cost if €85/month. One day expenditure is €2.74.
Taxis are allowed only with the manager in charge’s permission. A 24-hour line is available at 01-8913100 for this purpose.
Under no circumstances, fuel expense will be paid together with mileage.
Phone Interpretations
Phone interpretations should be filled out in a separate attendance form and stated in the monthly invoice. The Over the Phone interpretation form will be emailed to you at your request or along with your payslip. Please ensure that full details are taken and written down. The failure to do so will result in payment DELAY.
For example: in case of a Garda Station, write down the Garda Station location, the name of the accused, the shoulder number of the Garda. In the case of a hospital, state the department, the staff member, the patient’s reference number, etc.
The phone interpretation rate is 0.50 euro cent per minute, there is no minimum charge.
If the relevant details are missing the interpreter will not be paid for the assignment.
Payslips
All payslips would be e-mailed to your e-mail account.
Please ensure that the e-mail address is written clearly on the invoice. Failure to write properly your email address on the invoice will result in no payslip.
Revenue Commissioners – Tax Credits – Standard Cut Off
Under the Revenue Commissioners guidelines from the 1st of January 2008, all interpreters must be registered with the Tax office. This means that each interpreter becomes an employee of Word Perfect Translations and will be required to pay taxes PAYE and PRSI. Tax deductions will be clearly outlined in your payslip.
To register with the revenue commissioners call 1890 333 425. You will need to have your PPS number along with Word Perfect’s registration number: 6380609 U. Once you have registered, the revenue will post you a tax deduction certificate to both your home and our office. Once we receive the tax deduction cert we can process the payment. Any delay in registering with the revenue commissioners will result in a DELAY of payment.
Written translations
The written translations are dealt by a different department and paid separately from the interpretation invoice.
The invoice for written translations has to be submitted together with the translation itself. Please contact the project managers for more information at translations@wordperfect.ie.
If you have any queries please do not hesitate to contact us at the above telephone numbers or email address.
YOU CAN FIND MORE INFORMATION HERE: interpreters.wordperfect.ie