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