Visiting Lecturer Claim Form
Visiting lecturers are paid via the Subsidiary Payroll and are subject to the following regulations:
1. The Subsidiary Payroll can only be used for short-term engagements. In the case of Visiting Lecturers they are restricted to a maximum of one lecture per semester. Any longer term engagements should be recruited via normal recruitment processes (i.e. the vacancy should be advertised by HR and applicants interviewed in line with the University’s Recruitment and Selection Policy) and paid via the main payroll.
2. All expenses and travel claims associated with the Visiting Lecturer can only be paid on the production of receipts.
3. The hourly rate for Visiting Lecturers is £35.97
4. The maximum amount payable to Visiting Lecturers is capped at £192 per week.
The claim form attached must be completed for all payments to be made. The Claim form is in three parts: part one should be completed by the Claimant; part two should be completed by the School/Faculty; and part three should be completed by the Human Resources Department.
Part One: to be completed by Visiting Lecturer Part Two: to be completed by School/Faculty staff.
Part Three: tobe completed by the Human Resources Department
PART ONE: To be completed by Visiting Lecturer
PLEASE USE BLOCK CAPITALS AND COMPLETE ALL OF THE DETAILS BELOW
SURNAME.…………….……………………………………FORENAME………………………………………TITLE………..
NATIONAL INSURANCE NUMBER: ..………………………………………………. DATE OF BIRTH: ……………………
HOME ADDRESS: .……………………….…………………………………………………………………………………………
………………………………………..……………………………………………………POST CODE: …………………………
BANK NAME: ……………………………………… BRANCH ADDRESS: …………………………………………………
SORT CODE: ………………..….…………… ACCOUNT NUMBER: .…………………………………………………….
IBAN NUMBER (Non U.K. bank accounts only): …..………………………………………………………………………….
SWIFT/BIC CODE (Non U.K bank accounts only): ………………………… ROUTING NO: ……………………………..
IBAN NUMBER AND SWIFT/BIC CODE MUST BE COMPLETED FOR ALL NON U.K. BANK ACCOUNTS
Current employees cannot claim payment as a Visiting Lecturer
CLAIM DETAILS: (as paid directly by claimant – receipts and vouchers must be attached.)
VISIT TO: FACULTY/SCHOOL ………………………………………………………… CAMPUS: ……………………….. ….
DATE: FROM: …………………………………………………. TO: ………………………………………………………..
TOTAL DURATION OF VISIT IN HOURS: …..……………………………………………………………………………………
PURPOSE OF VISIT: ……………………………………………………………………………………………………………….
COURSE: ………………………………………………………… YEAR/GROUP: ………………………………………….....
Details / £ / £EXPENSES: (£ sterling only)
AIR TRAVEL/BOAT TRAVEL
RAIL TRAVEL
COACH/BUS /CAR EXPENSES/TAXI
HOTEL ACCOMMODATION
(excluding bar, newspapers, laundry etc)
OTHER MEALS (Please Specify)
FEE (must be agreed in advance of delivering lecture)
Total Expenses (£ sterling only)
Total Claim (£ sterling only)
* Income Tax and National Insurance contributions will be deducted in line with current HMRC guidance
** Note: Arising from UK immigration regulations fees can only be claimed by non EEA nationals as Visiting Lecturers who are invited for a pre-arranged fee paid engagement for no longer than ONE month. UK and other EEA nationals may be paid fees for longer periods of engagement. In every case in which a School wishes to engage a Non EEA national as a Visiting Lecturer they must seek prior approval from their HR Business Partner as visa requirements vary significantly by nationality.
I certify that the expenditure detailed above was incurred, solely, on behalf of the University of Ulster and that expenses claimed were actually and necessarily incurred in the performance of my duties. I also confirm that I have read and understood the Confidentiality, Data Protection and Acceptable Use of Information Technology.
CLAIMANT SIGNATURE: …………………………………………………………………. DATE: ………………………….
CONFIDENTIALITY, DATA PROTECTION AND ACCEPTABLE USE OF INFORMATION TECHNOLOGY
Through the course of your engagement you may become aware of information, which may be of a confidential nature, concerning staff, students or University business. You must not improperly disclose, store, transport, retain or misuse personal or confidential information (whether expressly identified or not) which you may gain access to as part of your employment. Where you are uncertain about the status of information you should in the first instance liaise directly with your Manager. You are also required to adhere to the University’s Acceptable Use of Information Technology Code of Practice.
You should also be aware of your liabilities and responsibilities under the Data Protection Act 1998, whereby you can be held personally liable at law for disclosure of information to unauthorised sources. Alleged breaches of confidentiality will be investigated and may result in action under the University’s disciplinary procedures.
In the case of long-term illness or extraordinary absence, the University reserves the right to access your corporate e-mail and storage for the purpose of business continuity.
On termination of your engagement with the University, you should not disclose any confidential information to which you have had access during your engagement, and your corporate e-mail and storage will be unavailable and deleted. All confidential material in your possession, in whatever format, remains the property of the University and must be returned to the University on termination of your engagement.
PART TWO: To be completed by School/Faculty staff
Part Two (a): Confirming Identity
This section should only be completed if the Visiting Lecturer is claiming payment of a fee.
Is this Visiting Lecturer claiming payment of a fee? Yes/No (delete as appropriate)
If the Visiting Lecturer is not claiming payment of a fee go to Part Two (b).
Under regulations introduced by the UK Border Agency the University is required to verify the identity of all Visiting Lecturers in receipt of a fee. For most Visiting Lecturers this will be a relatively simple process involving inspecting and copying their passport. You must therefore attach a copy of the Visiting Lecturer’s passport and complete the questions below if the Visiting Lecturer is to receive a fee.
If you engage a Claimant with a student visa please attach evidence of their academic term and vacation times for the duration of their studies in the UK while they worked.
I confirm that I have inspected this Visiting Lecturer’s passport
Details of person who inspected the passport Name: ……………………………………………………………...
(Print Name)
Signature: ………………………………………………… Date: …………………………………………………………….....
I have attached a copy of this Visiting Lecturer’s passport
(i.e. front cover, personal details page and pages with UK government endorsements)
If the passport producedhas a different name to the one the Visiting Lecturercurrently uses, further documentation is required to explain the reason for this e.g. a marriage certificate, a divorce degree, a deed poll or statutory declaration.
If the Visiting Lecturer does not have a passport please contact your HR Advisor to obtain details of other documents which the UK Border Agency deem to be acceptable alternatives.
Is the Visiting Lecturer from a country outside the UK or EEA? Yes No
If 'yes' please contact your HR Advisor immediately to obtain further guidance on immigration issues.
NOTE: The Visiting Lecturer must not commence duties until the passport or alternative documents have been inspected.
PART TWO
(b): Payment Authorisation
I hereby certify that the above named Visiting Lecturer was engaged to deliver the following lectures:
………………………………………………………………………………………………………………………………………………………….
Please pay £ ……………………………….. as an agreed fee to this Visiting Lecturer plus necessary expenses.
The rate for Visiting Lecturers is £35.97 per hour.
The Fee should be deducted from the following Cost Centre: .…………………………………………………………………………..
This claim is in accordance with the prescribed regulations and is recommended for payment.
______
COMPLETED BY: ………………………………………………… (School / Faculty Office) Date: …………………......
(Please Print Name) …………………………………………… Extension No: …………………………….
______
APPROVED BY: ……..……………………………...... Date: ………………………………………..
(Authorised Signatory)
(PRINT NAME) ………………………………………………… Extension No: ……………......
______
NOTE: FAILURE TO PROVIDE RECEIPTS OR FULLY COMPLETE THE FORM WILL RESULT IN IT BEING RETURNED TO THE HEAD OF SCHOOL/DEPARTMENT
PART THREE: To be completed by Human Resources
1. Check that Department has attached necessary copies of ID documentary
2. Copy retained
3. Forwarded to Salaries for processing Date: …………………………
Signed: ……………………………………………………………(HR Assistant)