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 university’s sponsorship license at risk and ensure you are being compliant.

Fees and Expenses Claim Form Please read the Guidance Notes attached before completion

ALL FIELDS ARE MANDATORY – INCOMPLETE FORMS CANNOT BE PAID AND WILL BE RETURNED TO THE ORIGINATORPersonal 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

Start Date

End Date

No. of Hours Worked Hourly Rate

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 DeclarationI 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 I confirm I wish to join the Workplace Pension Scheme (NEST)

Signed Date

Authorisation by School Operations/Professional Services ManagerDoes 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 which could not be accommodated by Unitemps 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 claimant’s right to work.for Payroll Section Use only

Authorised Signature checked by Input by & date Audited by

Fees and Expenses Claim Form

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:

Fees and Expenses Claim Form This form is not required if you are claiming expenses only.

Fees and Expenses Claim Form

Fees and Expenses Claim Form

Fees and Expenses Claim Form

Fees and Expenses Claim Form GUIDANCE NOTES

GeneralBy 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 worker’s 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.

All claims must be complete with the number of hours worked and include an hourly rate for every worker; incomplete claims will be returned to the originator. This applies to all workers, irrespective of the number of hours or days worked.

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 that cannot be accommodated by Unitemps . 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: for frequent working arrangements or regular payments for work that is covered by a contract of employment for hourly paid academic claims for work lasting more than one month self-employed work where an invoice is to be/has been submitted (see ‘Self-Employment’ guidance below) 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.ukFor information on pensions and saving for later life, visit: www.direct.gov.uk/workplacepensionFor 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.

PaymentAll 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)

Fees and Expenses Claim Form 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. The worker will remain on the payroll for three months to facilitate any further payments then he/she will be removed from the payroll and a P45 form will be issued automatically. Any payment made after the leaving date will be classed as a ‘Payment After Leaving’ and will be subject to weekly NIC rates and taxed using the code 0T Month 1, as per HMRC legislation. If a worker requires the P45 form before the end of the three-month period, this should be requested by email at: payroll@salford.ac.uk.

Payment is made by bank transfer only (there is no facility to issue cash/cheques). Payments to international bank accounts incur additional charges, which will be deducted from the net pay (unless indicated otherwise by the authorising signatory). The full bank name, full postal address, IBAN number (if applicable) and the relevant BIC/SWIFT/Routing/Clearing Code must be provided or the claim form will be rejected, which may result in a delay in payment. Fees (for work carried out)Claim forms must only be completed for work already carried out; claims cannot be made in advance of future work/duties. The nature of the work carried out must be indicated in the ‘Description of Work’ field.

ExpensesIt is imperative that expenditure is incurred in the most cost effective way to obtain the best value for money for the University and to ensure the proper use of public funds. Commuting expenses, i.e. travel to/from the University should only be paid in exceptional circumstances.

Receipts must be provided for all expenditure claimed. The University’s current business travel expense rates are as follows: Travel

Mileage – 45p per mile up to 100 miles then 20p per mile for the excess (for each round trip/return journey) Standard class rail fares Economy class air fares

Accommodation: up to £141.00 per night for bed & breakfast within the Greater London area up to £101.00 per night for bed & breakfast outside the Greater London area up to £146.00 per night for bed and breakfast (international trips)

Meals: Lunch maximum of £10.00 Dinner maximum of £20.00

Alcoholic drinks will not be reimbursedBreakfast can only be claimed following an overnight stay

Please note that if a fee (for work carried out) is claimed, all ‘commuting’ travel expenses, i.e. travel and subsistence costs to/from the University of Salford, will be subject to PAYE Income Tax and Class 1 National Insurance Contributions, in accordance with HMRC regulations. (If the journey is not to/from the University, please indicate this on the claim form and provide further details of the trip destination in the ‘Destination(s)’ field. If no additional information is provided, all expenses will be subject to PAYE deductions).

No goods or services can be purchased by an individual on behalf of the University of Salford.

Self-EmploymentSome workers are registered as self-employed with HMRC, i.e., they make their own arrangements for the payment of Income Tax and National Insurance Contributions, and therefore wish to be paid via invoice.

This distinction involving a ‘contract of employment’ and a ‘contract for services’ is very important and both parties must ensure that the correct arrangement is entered into prior to the work being carried out. The arrangement must truly reflect the status of that relationship as either one of employment or self-employment. If a worker is registered as self-employed in one capacity this doesn't necessarily mean he/she will be self-employed in any other job taken on - workers can even be employed and self-employed at the same time in different jobs. An employer cannot simply call the job ‘employment’ or ‘self-employment’; therefore, the terms and conditions of the engagement must be clear from the outset.

Fees and Expenses Claim Form If a worker is engaged as a self-employed individual, HMRC’s Employment Status Service tool must be completed prior to the work being carried out to ascertain whether the duties can be treated and paid as self-employed work. HMRC ESS Tool: (https://www.gov.uk/guidance/check-employment-status-for-tax)

If self-employment is established, the worker must submit an invoice and be set up as a new supplier with Accounts Payable Section. Self-employed work must not be claimed on this form, as all ‘new employee’ records are submitted electronically to HM Revenue & Customs.

Claimant DeclarationThe claimant must sign the form to comply with the following conditions:

the claimant is eligible to work in the UK, as per the Asylum and Nationality Policy, and fees are claimed in accordance with University regulations and are in respect of work carried out on behalf of the

University of Salford, and travel and subsistence expenses are claimed in accordance with the University’s regulations and are in respect of

expenses actually and necessarily incurred whilst on University business no other claim has been or will be made to the University (or any other public body) for fees/expenses in connection

with the business stated any motor vehicle, for which mileage allowances have been claimed, is covered for full third-party business use

insurance, including cover against risk of injury or death to passengers and damage to property the insurance policy covers the above risks when using the vehicle for business purposes the insurance company undertakes to indemnify the University in the event of a claim being made against it to the

same extent to which the insured is covered by the policy the claimant has a valid driving licence and is fit to drive the claimant has read and understood the workplace pension scheme information.

Authorisation by School Operations/Professional Services ManagerForms must be signed by the relevant School Operations/Professional Services Manager and Dean of School/Director (they must be an ‘Authorised Signatory For Finance’) to confirm that:

a basic employment check has been carried out as per the University Asylum and Nationality Policy (details can be found at http://www.salford.ac.uk/hr/recruitment-and-resourcing )

fees are claimed in accordance with University regulations and are in respect of work carried out on behalf of the University of Salford

the work could not be accommodated by Unitemps travel and subsistence expenses are claimed in accordance with the University’s regulations and are in respect of

expenses actually and necessarily incurred whilst on University business no other claim has been or will be made to the University (or any other public body) for fees/expenses in connection

with the business stated any motor vehicle, for which mileage allowances have been claimed, is covered for full third-party business use

insurance, including cover against risk of injury or death to passengers and damage to property the insurance policy covers the above risks when using the vehicle for business purposes the insurance company undertakes to indemnify the University in the event of a claim being made against it to the

same extent to which the insured is covered by the policy.

Forms cannot be submitted to the Payroll Section directly from the claimant; they must be sent to the originating Academic/Professional Services area for authorisation. All authorised forms must then be scanned as PDF documents and emailed to the Payroll Mailbox (payroll@salford.ac.uk) from an internal email account (by a member of staff), to comply with audit requirements.

Contact If you have any queries or require further information, please contact the Payroll Section on 0161 295 4193, or email payroll@salford.ac.uk.

This form can be printed from the Finance website at: http://www.salford.ac.uk/finance/pay-and-pensions