Ulster University. Subsidiary Payroll Regulations and Guidance

Transcription

1 Ulster University Subsidiary Payroll Regulations and Guidance 1

2 Introduction The subsidiary payroll is processed monthly by the Salaries and Wages Department and is used to process payments to individuals, who are not employees of the University, but have provided a service by way of a short term engagement, for which they are entitled to be paid a fee or wage. Members of staff cannot be paid via the subsidiary payroll. Regulations The following regulations apply to claims (except for Visiting Professors, External Examiners, Demonstrators and Postgraduate Tutorials): 1. The Subsidiary Payroll can only be used for short-term engagements. For Visiting Lecturers this should be no more than one lecture per semester and for other engagements these should be for a period of no greater than three weeks per semester (or a maximum of 105 hours 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. The Subsidiary Payroll should not be used to pay external consultants or for the payment of contracts for services. Such engagements should be arranged in compliance with Procurement Office regulations and paid via the University Purchase Ledger. 3. All subsistence and travel claims associated with the Subsidiary Payroll can only be paid on the production of receipts. 4. All payments via the subsidiary payroll must be linked to a fixed hourly rate. The fixed hourly rates are set out in Table 1 below. These fee rates are linked the University pay spine. No other hourly rates will be paid. 5. The maximum amount payable via the subsidiary payroll is capped at 155 per week. 2

3 Table 1: Hourly rates for Subsidiary payroll claims Activity Type Generic Description Linked to Business Support Grade Operational Support Activity (e.g. registration assistants, enrolment assistants, students involved in marketing events etc.) Business Support at Routine Activity (e.g. clerical assistance for one off events such as a conferences) Professional or Specialist Advice (e.g. individuals engaged on a casual basis to conduct complex needs assessments or other academic-related type activity) Visiting Lecturers Providing routine support services to students and visitors within established routines and procedures. Performing routine clerical tasks as part of a service delivery team. Required to conduct complex analysis and identify options and solutions. Delivering specialist lecturers (e.g. a hospital consultant delivering a one off lecture). Maximum of one lecture per semester. Hourly Fee Two 8.44 Three 9.13 Seven Seven/eight Guidance on Specific Types of Claim The following provides guidance on the submission of claims for individuals falling into certain categories: External Examiners Payments to External Examiners are processed via the subsidiary payroll but the regulations above do not apply. Claims should be made by completing the External Examiners claim form and submitting this to the Salaries and Wages Office. The rate of fee to be paid is set by the Academic Office. Claims for expenses should be accompanied by receipts. 3

4 Demonstrators/Tutorial Postgraduate Fees Payments to Postgraduates undertaking Demonstrations or Tutorials are processed through the subsidiary payroll but the regulations above do not apply Claims should be made by completing the Demonstrator/Tutorial Postgraduate Fees form and submitting this to the Salaries and Wages Office. The current hourly rates are: Demonstrators Tutorials 10.80/hr 15.20/hr Visiting Professors Payments to Visiting Professors are processed through the subsidiary payroll but the regulations above do not apply. Claims should be made by completing the Visiting Professors Claim Form and submitting this to the Salaries and Wages Office. Payment will be made provided that the claim is in accordance with information held on the Directory of Visiting Professors maintained by Human Resources. Visiting Lecturers Payments to Visiting Lecturers are restricted to one lecture per semester at a rate of 35.97/hr. The cap of 155 per week also applies (excluding expenses). Claims should be made by completing the Visiting Lecturers Claim Form and submitting this to the Salaries and Wages Office. Claims for expenses must be accompanied by receipts. Operation Support Activity These will typically be payments to registration or enrolment assistants or students involved in marketing events etc., and are paid at a rate of 8.44/hr. The caps of 155pw and 105 hrs per semester (max) apply. Claims should be made by completing the Subsidiary Payroll Claim Form (separate form for students) and Admin Support These will typically be payments for one off clerical assistance at events such as conferences etc. Payment will be at the rate of 9.13/hr. The caps of 155pw and 105 hrs per semester (max) apply. 4

5 Claims should be made by completing the Subsidiary Payroll Claim Form and Professional/Specialist Advice These will typically be payments to individuals engaged on a casual basis to conduct academic related activity. Payment will be at the rate of 18.45/hr. The caps of 155pw and 105 hrs per semester (max) apply. Claims should be made by completing the Subsidiary Payroll Claim Form and Sports Services These will typically be coaches engaged for camps and classes. The subsidiary payroll regulations apply except that the hourly rates of pay are:- Level1 coach Level 2 coach Level 3 coach 8.14/hr 10.43/hr 13.95/hr. Claims should be made by completing the Subsidiary Payroll Claim Form and The above guidance should provide assistance with most claims to be submitted but it is not meant to be exhaustive. Should you have any queries on a subsidiary payroll claim please contact Mark Harvey on extension or m.harvey@ulster.ac.uk. 5