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Fees and Expenses Claim Form
*IMPORTANT INSTRUCTION *
FULFILLING YOUR LEGAL OBLIGATIONS WHEN ISSUING/COMPLETING THIS FORM
In order to ensure that you are fulfilling your legal obligations under the Asylum & Immigration Act before issuing/completing this form and authorising your signature to it, you must:
have made the necessary right to work checks before you engage the worker to undertake ad-hoc/one off pieces of work, and
include evidence of the right to work check having been undertaken and attach it to this form.
Failure to carry out these checks will lead to no payment being made.
It may also lead to further investigations being undertaken to ensure no potential breaches of the Asylum and Immigration Act have been made.
The University takes its sponsor license responsibilities seriously. Any wilful disregard of these instructions may lead to a serious disciplinary offence having been committed. So remember THINK TWICE, do not put the universitys sponsorship license at risk and ensure you are being compliant.
Please read the Guidance Notes attached before completion
Personal Details
Surname
First Name(s)
Title
Gender
M
F
National Insurance No.
Date of Birth
Current Age
Nationality
Home Address
Post Code
Email Address
Tel No:
Are you a British citizen or national of a European Economic Area Country or Switzerland?
YES
NO
Has this work been undertaken outside of the United Kingdom?
YES
NO
Fees/Expenses
Description of Work (please indicate)
Lecturing/ Teaching
Clerical/ Administration
Consultancy
External Advisor*
Research
Invigilation
Further information
Start Date
End Date
No. of Days Worked
No. of Hours Worked
Mileage
No. of Miles:
Mileage Amount:
Transport
Hotel
Meals
Was your journey to/from the University of Salford?
YES
NO
If No please state destination(s):
Total Fee Claimed:
(for work carried out)
Total Expenses Claimed:
Claimant Declaration
I confirm that I am eligible to work these hours and this is a true statement of fees/expenses wholly and necessarily incurred whilst working for/representing the University of Salford and this claim is made in accordance with University regulations.
This form must be printed and signed electronic signatures are not acceptable
Signed
Date
Workplace Pension Scheme (Auto Enrolment)
The University is enrolling workers into a workplace pension scheme on the first day of employment. If you are being paid a one-off/ad hoc fee and the work was carried out in the UK, it must be established whether you meet the criteria for automatic enrolment. We are postponing this assessment to enable your average monthly earnings to be determined; however, if you wish to opt in to the workplace pension scheme (NEST) immediately, and declare that the work was carried out in the UK, please sign and date this section. (See Guidance Notes for further information).
I confirm I wish to join the Workplace Pension Scheme (NEST)
Signed
Date
Authorisation by School Operations/Professional Services Manager
Does this worker have a UK/EEA or Swiss passport or identity documents?
YES
NO
Is this claim for a worker with a Tier 2 Visa?
YES
NO
Is this claim for a student with a Tier 4 Visa?
YES
NO
I have verified the Personal Details of this worker and confirm that I have carried out the relevant document checks as per the Asylum and Nationality Policy and have engaged the worker in line with any relevant work restrictions, if applicable (e.g. student with a Tier 4 visa). I confirm this is a one-off/ad-hoc working arrangement and the claimant is eligible to work in the UK; therefore I authorise this claim for payment in accordance with University regulations.
Signed
Date
Print Name
College/School/ Professional Service
Contact Name for Queries
Tel. Ext. for Queries
Project Code
Authorisation by Dean of School/Director
Signed
Print Name
Please complete the Right To Work Checklist and attach a copy of the acceptable documents within this list to show the claimants right to work.
for Payroll Section Use only
Authorised Signature checked by
Input by & date
Audited by
BANK DETAILS
Surname
First Name(s)
Bank/Building Society Name
Bank/Building Society Address
Payee /Account Name:
Sort Code:
(UK accounts only)
Account Number:
(UK accounts only)
Building Society Roll Number:
(if applicable)
IBAN Number:
(for international accounts only)
BIC/SWIFT Code:
(for international accounts only)
Routing/Clearing Code:
(for international accounts only)
Beneficiary Account Number:
(for international accounts only)
This form must be signed electronic signatures cannot be accepted
Signature:
Date:
This form is not required if you are claiming expenses only.
GUIDANCE NOTES
General
By law, a worker must have the right, under the Asylum and Nationality Policy (http://www.salford.ac.uk/hr/recruitment-and-resourcing), to work in the UK and the relevant checks must be carried out prior to the work being offered. Evidence of these checks (see Right To Work Checklist) must be obtained in accordance with the policy and a copy of the workers passport/acceptable documents must be attached to this claim along with the Right to Work Checklist. If these checks have not been carried out fully/a copy of the passport/acceptable documents has not been attached to the claim, this may result in a delay in payment.
This form should be used for the payment of fees and expenses for miscellaneous services, e.g. invigilation, research, teaching, etc., where the work is strictly a one-off/ad-hoc arrangement. This form must not be used for more frequent working arrangements as the worker may be disadvantaged by not accruing holiday pay, sick pay and other entitlements/benefits that a contract of employment provides. In addition, the University is required by law to enrol all workers into a workplace pension scheme if they meet certain criteria. For this reason, it is essential that this form is only used for one-off/ad-hoc working arrangements to ensure the worker is assessed correctly and enrolled into the appropriate pension scheme.
This form cannot be used for payment of:
fees and expenses for work that is covered by a contract of employment, or
fees and expenses for workers who are engaged for more than one calendar month (contact Human Resources to discuss contract options), or
fees and expenses for regular payments (contact Human Resources to discuss contract options), or
self-employed work where an invoice is to be/has been submitted (see Self-Employment guidance below), or
External Examiner fees and expenses (contact the Quality & Enhancement Team at ExternalExaminers@salford.ac.uk).
All fields are mandatory and the claimant must sign the Claimant Certification as this confirms that they are eligible to work for the University and have carried out the work. It is the responsibility of the Academic/Professional Services area to ensure the form is fully completed and the information is printed clearly. If any of the fields are incomplete (including the Claimant Certification) or illegible, the form will be returned to the originating Academic/Professional Services area.
Workplace Pension Scheme (Automatic Enrolment)
The government has introduced a new law designed to help people save for their retirement. The University already enters the majority of its workers into a pension scheme, as per the terms and conditions of their contract of employment. This is called contractual enrolment. However, the new law requires employers to enrol all workers into a workplace pension scheme if they:
work, or normally work, in the UK, and
earn over 10,000 per year (833.33 per month), and
are aged 22 or over; and
are under State Pension Age.
The University has chosen NEST (National Employment Savings Trust) as its workplace pension scheme for workers who do not meet the criteria to be eligible to join the existing occupational pension schemes. The University has the option to postpone the assessment of each worker for three months after the payment date.
For further information, please contact Pensions on 0161 295 4193 or email pensions@salford.ac.uk
For information on pensions and saving for later life, visit: www.direct.gov.uk/workplacepension
For information on NEST, visit http://www.nestpensions.org.uk/schemeweb/NestWeb/public/whatIsNEST/contents/what-is-nest.html or email direct at support@nestpensions.org.uk or telephone 0300 020 0090.
Payment
All payments for fees (work carried out) are classed as employment earnings and are subject to Pay As You Earn (PAYE) Income Tax and Class 1 National Insurance Contributions (NICs), in accordance with HM Revenue & Customs (HMRC) regulations. If a fee (for work carried out) is being claimed, the worker should complete the Starter Checklist (page 3 and 4) to ensure the correct tax code is applied to the payment
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