Payroll Process for Workers
Making Claims - NEW STARTERS
When workers are first recruited to the `Bank´ and provided with the Registration Agreement for the University Bank they should complete the `Registration Form for Payment of Workers´ and submit this to the department for authorisation, who should then send this to Human Resources. This will ensure that payments can be processed when the worker undertakes work and subsequently submits a claim form. If the department needs to engage a worker in a short time frame both the Registration Form for Payment of Workers and the Certified Claim for Fees and Expenses for Workers can be submitted at the same time.
Making Claims - EXISTING WORKERS
Claims should be submitted using the `Certified Claim for Fees and Expenses of Workers´ form. This should be completed by the claimant, authorised by the department, including the relevant Cost Centre or WBS element and returned to the Pay & Pensions Office.
Claims cannot be processed until the claimant has completed the `Registration Form for Payment of Workers´ and this has been authorised by the department and returned to Human Resources. This should be done when the worker is first recruited to the `Bank´ and provided with a Registration Agreement for the University Bank. Once this has been completed payment can then be processed when the individual undertakes work and completes the `Certified Claim for Fees and Expenses of Workers´ form.
If a worker´s role or personal/bank details change they should complete another `Registration Form for Payment of Workers´. The relevant sections of the form should be used to indicate that their details have changed and the appropriate sections completed with the amended details.
Both forms should be completed using CLEAR, BLOCK CAPITAL LETTERS and should be signed and dated by the worker and the Head of Department or nominated authorised signatory. Human Resources and the Pay & Pensions Office should be informed of the nominated authorised signatories for each department.
Neither the `Certified Claim for Fees and Expenses of Workers´ form or the `Registration Form for Payment of Workers´ should be used for claiming expenses by University of Sheffield employees, agency staff or the self employed.
In line with HMRC regulations, all fees are taxed at source. In order for the correct tax code to be applied to a workers earnings, the tax details check box on the Registration Form should be completed fully.
Payment for work
Claims must be submitted on a monthly basis, detailing the hours worked during the previous month. In some cases this may be part way through an engagement. Claims may include more than one type of work, each paid at different rates.
For each period of work annual leave entitlement should be calculated. Payment sought for annual leave should be listed separately under `Description of work undertaken´, along with the duration of the leave and the hourly rate at which it should be paid.
Payment of expenses for workers
Payment may be provided for expenses incurred by the worker when carrying out the duties of their role. This could also include expenses incurred when attending an interview for the job. The claimant should describe each travel/subsistence expense and the purpose for which incurred. All original receipts should be attached to the form, otherwise payment will not be processed. Credit/debit card receipts cannot be accepted as they do not itemise goods and services purchased, nor do they show the VAT element of the purchase.
IMPORTANT NOTE RELATING TO PAY RATES FOR WORKERS:
Please note that to ensure fairness and equality in the way that all employees and workers are compensated, new University-wide rates of pay have been introduced to determine pay for 'atypical' workers. These replace both University or departmentally-determined rates for teaching and demonstrating activity from September 2008. Please ensure that these rates are used.