Notification of the Engagement of a Casual Worker

Transcription

1 Payroll ID: Form CWB Notification of the Engagement of a Casual Worker This form must be used when engaging a casual worker. Form CWA, which authorises the engagement of a casual worker and confirms funds are available, must be completed AND ATTACHED TO THIS FORM. WITHOUT IT THIS FORM WILL BE RETURNED WITHOUT BEING PROCESSED. Please also refer to the guidance notes for help with completion. A Right to Work check must have been completed by an authorised checker BEFORE the individual starts any work and we will be unable to pay any individual where this has not happened. No full-time casual worker assignment should last longer than 12 weeks. If this is likely please contact your HR Advisor for advice prior to taking on the casual worker. For periods of engagement of part-time casual workers, please refer to the notes for completion of this form. Once completed, give a copy of this form to the casual worker, and retain a copy for your own records, before sending to HR. SECTION 1: Details of the temporary work to be completed - SEE ALSO ATTACHED CWA FORM Name of the person being engaged for temporary work: Position Title: Department: Expected Start Date: Payment Type: Expected End Date: *if left blank, 12 weeks from start date will be assumed Hourly Pay (please provide payment details below) Fee/Fixed Amount (please provide the fee/fixed amount details below) Payment Details: Grade: Rate of Pay/hour : Fee/Fixed Amount Details: Reporting Manager: Is this a re-engagement of this person, where the details in Section 2 are still valid? Right to Work check Yes (if yes, complete only the first two shaded rows in Section 2 below & sign) No (if no, please complete all of Section 2 & sign) I confirm that a Right to Work check has already been completed by an authorised checker I confirm that the necessary documents are attached for a Right to Work check to be completed (See Appendix 3 Notes for completion of immigration Checks ) Manager / person submitting this form: I confirm that the CWA form is attached and that the details in Section 1 above are correct. Manager Signature: For casual workers with Tier 4 student visa status ONLY Casual workers with a Tier 4 student visa are restricted on the number of hours they can work. This is covered in the Guidance Notes - Working Hours Permitted for Tier 4 Visa Holders. By signing this agreement, you are confirming that: Both student and manager are aware of the limit on working hours and have discussed this. Both student and manager understand that they must not exceed the total number of permitted hours in any given week and If the student is doing work for more than one manager/employer they understand that the total must not exceed the limit for all of these roles combined. Manager Signature: Worker Signature Date: Date: Date

2 SECTION 2 - CASUAL WORKER PERSONAL AND BANK DETAILS PERSONAL DETAILS First Title: Name(s) Date of Birth: National Insurance No: Last Name Current Postal Address (this must not be a University department) Contact Telephone Number: Personal/ Student Address: Do you need a staff account? Yes No Do you need a staff ID Card? Yes No BANK DETAILS Name of Bank/Building Society: Branch Location: Sort Code: - - Account No: Roll No. (if required)* * Roll Number may be required if allowance is to be paid into a Building Society. Please check with your Building Society. TAX CODE If you have a P45 please send this to Payroll, this contains information about your tax code and ensures you are taxed correctly. If you do not have a P45 you should complete a Starter Checklist and send it to payroll. Please indicate which form is attached P45 Starter Checklist EMERGENCY CONTACT DETAILS First Name Home Telephone Relationship to you Last name Mobile Telephone Casual worker: I confirm that: the details given in section 2 of this form are correct and that any payments for this, or subsequent, work will be directed to the account given. Where details in section 2 are not completed, I confirm that the details have not changed since I previously worked for the University, and that any payments for this, or subsequent, work will be directed to the account the University already holds. I understand that I should not commence work until a Right to Work check has been completed. Where, in Section 1 of the form, it states that a Right to Work check has already been completed, I am confirming that there has been no change to my circumstances (e.g. Visa restrictions) since the original Right to Work check was done which would invalidate my Right to Work. I understand that if I complete any work and then it is subsequently found that I do not have a Right to Work, then no payment will be made. I have received the Information for Casual Workers sheet, which includes information on auto-enrolment into a pension scheme. Worker Signature: Date:

3 EQUALITY & DIVERSITY INFORMATION Gender: Male Female Marital Status: Civil Partnership Divorced Married Partner Single Widowed Prefer not to say Is your gender identity the same as the gender you were assigned at birth? Yes No Sexual Orientation: Bisexual Gay Man Heterosexual Gay Woman/Lesbian Other Prefer not to say Religion: Buddhist Christian Hindu Jewish Muslim No religion Sikh Spiritual Other religion or belief Prefer not to say Ethnic Origin: White British White Irish Other white background Black or Black British Caribbean Black or Black British African Other black background Asian or Asian British Indian Asian or Asian British Pakistani Asian or Asian British Bangladeshi Chinese Other Asian background Mixed white and black Caribbean Mixed white and black African Mixed white and Asian Other mixed background Other background Prefer not to say Disability: The Equality Act 2010 defines disability as a physical or mental impairment which has a substantial long-term adverse effect on a person s ability to carry out normal day-to-day activities. Do you have a disability as defined by the Disability Discrimination Act? Yes No If you have answered yes above, please give details: Specific learning disability (e.g. dyslexia, dyspraxia) General learning disability (e.g. Down's syndrome) Cognitive impairment (e.g. autistic spectrum disorder, resulting from head injury) Long-standing illness or health condition (e.g. cancer, HIV, diabetes, chronic heart disease, epilepsy) Mental health condition (e.g. depression, schizophrenia) Physical impairment or mobility issues (e.g. a wheelchair user, difficulty using chair arms) Deaf or serious hearing impairment Blind or serious visual impairment Other type of disability Multiple disabilities Would you like someone to contact you about making reasonable adjustments to accommodate your disability? Yes No

4 APPENDIX 1 INFORMATION FOR CASUAL WORKERS (TO BE RETAINED BY THE INDIVIDUAL) 1. EMPLOYMENT STATUS This is a casual appointment, which means that there is no mutuality of obligation between the University and you in relation to the work you are asked to do. No mutuality of obligation exists if, after the initial offer, the University is not obliged to offer further work and a worker is not obliged to accept any work offered. The fact that there is no mutuality of obligation means that no employment relationship exists between the University and the worker. This may change if a worker regularly works for the University on new or rolling contracts. 2. COMPLETING FORM CWB It is ESSENTIAL that sections 1 and 2 of the paperwork are completed, and submitted to Human Resources BEFORE the work is undertaken. (This includes the Right to Work check see below). Failure to do so will mean that we cannot pay you. You should not, therefore, agree to do the work until you are sure that the fully completed forms are with Human Resources and that the Right to Work check has been completed. If you are in any doubt, you should speak to the manager who is engaging you for the work, or visit HR (7th Floor Main Building, Room 716) who will check if we have received the paperwork. 3. WHEN PAYMENTS WILL BE MADE Payments will be made on a monthly basis, provided a properly completed Form CWB has been received and the right to work document check successfully completed. If not, no payment will be made for any work undertaken. 4. RIGHT TO WORK CHECKS Right to work document checks must be conducted by an authorised checker prior to the commencement of work by the employing department or Human Resources. If the employing department does not conduct the check, you must bring this form, together with relevant original documents from List A and B (see Appendix 3 below), to Human Resources Reception for checking before undertaking any work within the University. If the immigration check has not been completed successfully, no payments can be made. 5. HOW PAYMENTS WILL BE MADE Payment will be by direct payment to a bank account. The monthly deadline for submission of request for payment by your department is the 7th of the month, and payments will be made on the 20th of the month. 6. TAX AND NI DEDUCTIONS Deductions made in respect of Income Tax and National Insurance contributions have to be forwarded to the Inland Revenue. To ensure that the deductions are allocated to the records of the correct individual, it is important that you provide the correct National Insurance Number. 7. HOLIDAY PAY Under current legislation workers are entitled, pro-rata, to 5.6 weeks (28 days) paid holiday each year. Unless specific alternative arrangements are made you will ordinarily be required to take your holiday on days on which you have not agreed to undertake work. For your convenience proportionate holiday pay, for each period worked, will be paid with your salary and will be shown on your pay advice. This method of payment means that holiday pay will be paid in advance and no further payment will be due. 8. PENSION SCHEME The University has chosen to offer NEST (the National Employment Savings Trust) as its workplace pension scheme for its Casual Workers. Subject to certain eligibility criteria you may be automatically enrolled into NEST during your employment or you may elect to join. Please see the Workplace Pension Saving details (Appendix 2) for further details.

5 APPENDIX 2 WORKPLACE PENSION SAVING - NEST The University has chosen to offer NEST (the National Employment Savings Trust) as its workplace pension scheme for its Casual Workers. Will I be automatically enrolled into NEST? From 1 August 2013, the University is required to automatically enrol its workers into a workplace pension scheme if they meet certain qualifying criteria, which are explained below. The University is allowed to postpone assessing its workers, to see if they meet the criteria for enrolment, for up to three months from the 1 August 2013 or the commencement of employment, if later. It can also postpone the automatic enrolment from the date the automatic enrolment criteria are first met, providing that this is not at the end of an earlier postponement period. The University may use postponement. The appropriate Notices of postponement and enrolment, and any communications from NEST, will be sent to your home address. It is important therefore that you make sure that you provide the University s Human Resources Department with your correct current home address on form CW1. (This cannot be a University Department or other employer.) If I am not automatically enrolled into NEST can I elect to join? If the University is not automatically enrolling you into NEST, or it is postponing enrolment, you can choose to opt in to NEST if you are: not already a member of an existing qualifying workplace pension scheme aged at least 16 but under 75 earning more than 5,824 in a year ( 486 in a month)* working, or if you ordinarily work, in the UK. If you want to become a member of NEST, including during a postponement period, you will need to let us know by completing a Notice to Opt In form which is available on the University s website: www1.aston.ac.uk/staff/hr/benefits/pensions/ If you become a member of NEST you can make member contributions into your retirement pot. The University will contribute too and you may get money from the government through tax relief, as long as you are making contributions. Workers who can ask to join? You can ask to become a member of NEST if you are: inside the age range mentioned above earning up to and including 5,824 in a year ( 486 in a month)* working, or if you ordinarily work, in the UK not already a member of a qualifying workplace pension scheme. When you are a member of NEST you can make contributions directly to your NEST retirement pot whenever you like. These contributions can be no less than 10. There is no duty on the University to make employer contributions. If you want to become a member of NEST you will need to let us know by completing a Notice to Opt In form which is available on the University s website: www1.aston.ac.uk/staff/hr/benefits/pensions/ On the date we start automatically enrolling people The University will automatically enrol you, if you are: aged at least 22 but under State Pension age

6 working, or if you ordinarily work, in the UK earning more than 10,000 in a year ( 833 in a month)* not already a member of a qualifying workplace pension scheme. How much will I pay into NEST? You will pay a percentage of your qualifying earnings into NEST and the University will also pay a percentage of your qualifying earnings to NEST in accordance with the table detailed below. Employee contributions Date (including tax relief, where University contributions applicable) 1 August September % 1% 1 October September % 2% 1 October 2018 onwards 5% 3% If the University does not have your National Insurance number, NEST will not be able to claim tax relief on your behalf. It is important therefore that you provide your National Insurance number. What are qualifying earnings? Qualifying earnings include salary, wages, overtime, bonuses and commission as well as statutory sick, maternity, paternity or adoption pay. At the moment minimum contributions must be paid on all qualifying earnings between 5,824 and 43,000 a year. * Opting out If you are automatically enrolled into NEST you have the right to opt out. You must do this within the opt-out period, which is normally one month from the date your enrolment begins. NEST will write to you about your opt-out period once you have been enrolled. If you opt out during the opt-out period you will be treated as though you have never been enrolled into the Scheme. If you change your mind after opting out, you can opt back in again if you want to. Finding out more about NEST If you would like to know more about NEST you can visit their website at or by searching online for NEST pensions. NEST s contact details: Member enquiries: support@nestpensions.org.uk Getting more information about pensions You can find out more about pensions and being a member of NEST by visiting their website at You can also get general information on pensions and saving for later life from Directgov at If you have any questions about your enrolment you can contact the University s Pensions Officer, Peter Brookes p.c.brookes@aston.ac.uk. If you have queries on contributions contact the University s Payroll Office - payroll@aston.ac.uk. *2016/2017 tax year - these figures are reviewed annually by the Secretary of State for Work and Pensions. Earnings assessments are carried out on the pay received in a month, not potential annual earnings.

7 APPENDIX 3 NOTES FOR COMPLETION OF IMMIGRATION CHECKS Details of the documents to be checked are listed below. If you have any queries about the documents that need to be presented you can find further information on the UK Border Agency website or call HR on ext Please note: the University has the right to refuse employment if you are unable to provide satisfactory documentation. For those employees who provide documentation from List B, a further document check will be carried out on the expiry of the documents. The positive verification notices referred to in List B, Group 2 will be obtained by HR LIST A Documents which permit unrestricted working 1. A passport showing the holder, or a person named in the passport as the child of the holder, is a British citizen or a citizen of the UK and Colonies having the right of abode in the UK. 2. A passport or national identity card showing the holder, or a person named in the passport as the child of the holder, is a national of a European Economic Area country or Switzerland. 3. A Registration Certificate or Document Certifying Permanent Residence issued by the Home Office to a national of a European Economic Area country or Switzerland. 4. A Permanent Residence Card issued by the Home Office to the family member of a national a European Economic Area country or Switzerland. 5. A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder indicating that the person named is allowed to stay indefinitely in the UK, or has no time limit on their stay in the UK. 6. A current passport endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right of abode in the UK, or has no time limit on their stay in the UK. 7. A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is allowed to stay indefinitely in the UK or has no time limit on their stay in the UK, together with an official document giving the person s permanent National Insurance number and their name issued by a Government agency or a previous employer. 8. A full birth or adoption certificate issued in the UK which includes the name(s) of at least one of the holder s parents or adoptive parents, together with an official document giving the person s permanent National Insurance number and their name issued by a Government agency or a previous employer. 9. A birth or adoption certificate issued in the Channel Islands, the Isle of Man or Ireland, together with an official document giving the person s permanent National Insurance number and their name issued by a Government agency or a previous employer. 10. A certificate of registration or naturalisation as a British citizen, together with an official document giving the person s permanent National Insurance number and their name issued by a Government agency or a previous employer.

8 LIST B Group 1 Documents which permit restricted working up until the document expiry date 1. A current passport endorsed to show that the holder is allowed to stay in the UK and is currently allowed to do the type of work in question. 2. A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder which indicates that the named person can currently stay in the UK and is allowed to do the work in question. 3. A current Residence Card (including an Accession Residence Card or a Derivative Residence Card) issued by the Home Office to a noneuropean Economic Area national who is a family member of a national of a European Economic Area country or Switzerland or who has a derivative right of residence. 4. A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the named person may stay in the UK, and is allowed to do the type of work in question, together with an official document giving the person s permanent National Insurance number and their name issued by a Government agency or a previous employer. Group 2 Documents which permit restricted working for 6 months 1. A Certificate of Application issued by the Home Office under regulation 17(3) or 18A (2) of the Immigration (European Economic Area) Regulations 2006, to a family member of a national of a European Economic Area country or Switzerland stating that the holder is permitted to take employment which is less than 6 months old together with a Positive Verification Notice from the Home Office Employer Checking Service. 2. An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together with a Positive Verification Notice from the Home Office Employer Checking Service. 3. A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that the named person may stay in the UK and is permitted to do the work in question.