FI004 (02/2014) (PAE)Page 1 of 4
NEWCASTLE UNIVERSITY
Certificate of Fees and Associated Expenses
PLEASE REFER TO GUIDANCE NOTES ON PAGE 4
Please COMPLETE form in Block Capitals
SECTION 1 – FOR COMPLETION BY THE CLAIMANT (ALL FIELDS ARE MANDATORY)- THE FOLLOWING PERSONALINFORMATION IS REQUIRED FOR STATUTORY PURPOSES
- NAMES MUSTBE PRECISELY AS SHOWN ON OFFICIAL DOCUMENT e.g. PASSPORT
- FAILURE TO PROVIDE ACCURATE AND COMPLETE INFORMATION WILL MEAN PAYMENT CANNOT BE PROCESSED (please see HMRC Guidance on Page 2)
Preferred First Name: ______Surname (Last name):______
Student number: ______Date of Birth: ________(DD/MM/YY)
MALE / FEMALE (Delete as appropriate) Nationality:
National Insurance Number ______
*If you have never had a National Insurance number – tick hereSee Note 7 on Page 4
Home Address in UK: ______
______Post Code: ______
E-mail Address:
ALL OF THE ABOVE FIELDS MUST BE COMPLETED (if applicable)
SECTION 1a – FOR COMPLETION BY THE ACADEMIC/SERVICE UNIT
I verify that the above data is a correct reflection of details shown on official documentation:
Name (please print): ……………………………………………….. Signature:……....………………....……......
If this section is not signed the payment cannot be processed and the form will be returned for completion.
BANK ACCOUNT DETAILS
SORT CODE __ __ - __ __ - __ __ ACCOUNT NUMBER ______
Are you eligible to work in the UK(see notes on Page 4)? YES/NO (Delete as appropriate)
If Yes: Please attach documentary evidence
This data is used solely for monitoring purposes
What is your ETHNIC GROUP? Please tick the most appropriate box to indicate your background.
A White White
Gypsy or Traveller / B Mixed
White and Black Caribbean
White and Black African
White and Asian
Any other Mixed background / C Asian or Asian British
Indian
Pakistani
Bangladeshi
Any other Asian background
D Black or Black British
Caribbean
African
Any other Black background / E Other ethnic group
Chinese
Arab
Any other Ethnic background / If you have ticked an ‘Other’ box, please write in the details below:
Information refused
Do you have a disability? / Yes / No / Information refused
If you have declared a disability please liaise with the Academic/Service Unit to discuss any arrangements or adjustments that may be necessary.
SECTION 2 – FOR COMPLETION BY THE CLAIMANT
PARTICULARS OF CLAIM -
- FAILURE TO PROVIDE ACCURATE AND COMPLETE INFORMATION WILL MEAN PAYMENT CANNOT BE PROCESSED. THIS DATA IS REQUIRED BY HM REVENUE & CUSTOMS.
Number of Hours worked ………………………………………………………………………
If you do NOT expect to receive any further payment and require tax Form P45, please tick box
(this will mean you will be processed as a leaver and HMRC informed)
Fee Details: (Description of work undertaken) …..……………………………………………….. Amount
…..………………………………………………………………………………......
……………………………………………………………………………………..... £ ……………
Expense Details: ………………………………………………………………………. (list below) £ ……………
(Please attach all receipts)
TOTAL AMOUNT CLAIMED £ ______
Mileage / Other Expenses
Date / Details of Journey / Miles / Date / Details / £ / p
Total
Total £
(Rate Per Mile ...... ) x (Total Miles) = £ ......
Fee payments including travel expenses are subject to statutory deductions for Tax and National Insurance.
With effect from May 2013, if your earnings from the University reach the auto enrolment trigger, currently £787 in any one month (Tax Year 2013/14 rate) and you are aged 22 or over and under State Pension Age, you will become eligible for auto-enrolment into National Employment Savings Trust (NEST). You will beenrolled 3 months later, assuming you meet the age and earnings criteria in that month.Information aboutpensions auto-enrolmentwill be sent to your e-mail address if you have provided one, or to your postal address. The NEST website is
DECLARATION BY CLAIMANT–
- I confirm all details have been completed, are accurate and acknowledge that failure to complete this information will result in payment not being processed.
- Expenses claimed were incurred wholly, exclusively and necessarily in the performance of the work
Claimant's Signature: / Date:
HMRC GUIDANCE
Providing your employer with accurate details helps make sure that you are paying the correct amount of tax and National Insurance contributions. It also helps protect your entitlement to certain State Benefits and State Pension. Key personal details that your employer needs to have recorded accurately are:-
- Name – full and official forename(s) and surnamei.e. full forename(s) not initials
- Date of birth - giving a wrong date of birth may affect your entitlement to state benefits
- National Insurance number (NINO) – this will begin with two letters, followed by six numbers and will end with a letter either A, B, C or D. If you don’t know this you may find it on documents we have sent you e.g. Tax Credit Award notices, or from Department of Work and Pensions (DWP). It may also be on a payslip you have received or the following link will help you trace your NI number using form CA5403
Claimant should return completed form to the Academic/Service Unit for authorisation by 7th of the month (1st of the month for December).Note: Deadlines are subject to change throughout the year, please see current payroll deadlines at or contact Academic/Service Unit for confirmation.
Forms not received in the Academic/Service Unit by the deadline will not be paid until the following month.
An additional charge, which can be up to about 14% of the fee, will be made against the Cost centre/WBS element code in respect of Employer’s N.I. If the Employee is auto enrolled into a Pension Scheme the Employer contribution is 1% of qualifying earnings.SECTION 3 – FOR COMPLETION BY ACADEMIC/SERVICE UNIT / PAYROLL USE ONLY
Cost Centre
WBS Element / Amount
£ p / Wagetype / No. of Miles
Fee
Expenses
Mileage
Total
SOC Activity Code / Notes for completion of this Form FI004(02/2014)(PAE) are available at
HEFCE Cost Centre Code
CONTACT NAME FOR QUERIES ……………………………………. Extension No. ……………
SECTION 4 – FOR COMPLETION BY APPROVED AUTHORISING SIGNATORY
I confirm that Payment and Entitlement to work is authorised, and that eligibility to work has been established (see notes on page 4). In addition, that expenses claimed comply with the Expenses Policy.
Signature: ...... Please Print name: ......
Academic/Service Unit: ...... ………...... Date: ......
VERIFYING SIGNATORY - I confirm the Authorising Signatory is valid
Signature: ...... Please Print name: ......
Date: ......
- Academic/Service Unit must return the completed form to Payroll by 12th of the month (5th of the month for December) if payment is to be made at the end of the month otherwise payment cannot be made until the end of the following month.
- Note: Deadlines are subject to change throughout the year, please see current payroll deadlines at
- It is the responsibility of the Academic/Service Unit to ensure all details have been accurately recorded as per HMRC guidance on page 2 and documentary evidence retained. Payment will be withheld and the claim form returned if Section 1a – Data verified box has not been completed.
IMPORTANT - NOTES FOR THE PAYMENT OF FEE WORKERS
PLEASE READ PRIOR TO ARRANGING WORK & COMPLETING FORM
1.This form is only to be completed for earned income and associated expenses and is to be used for occasional payments and not as a replacement for a contract of employment.
2. All expense claims must be supported by receipts, apart from private car mileage.
3. Sections 1 and 2 to be completed by the claimant. Sections 1a, 3 and 4 by the Academic/Service Unit.
4.Income tax will be deducted in all cases from fees and where appropriate from travel expenses. Students, who do not have any other earned income may claim tax allowances by completion of a starter declaration form obtained from the Payroll Section.
5.National Insurance contributions will also be deducted from all fee payments and where appropriate from
travelling expenses where the amounts are in excess of the Earnings Threshold unless there is an authorised exemption or the recipient is exempt by virtue of age. In either case evidence must be produced, e.g. a birth certificate.
6.Communications regarding Pensions Auto Enrolment will normally be made by e-mail.
7.Under the Immigration, Asylum and Nationality Act 2006 it is illegal to employ a person whose immigration status prevents them from working in this country. To establish whether an individual is entitled to work in this country he or she will need to produce an original document from either List A or B available in the Prevention of Illegal Working document available at
8. If you have never had a National Insurance number you must contact your Jobcentre Plus office. The following link will help you through the application process
Eligibility:
It is the manager’s responsibility to check the validity of the original eligibility documentation and the accuracy of the information in it, to take a copy and endorse it with the statement “I certify that this is a copy of the original document which I have verified”, sign and date it, and retain this copy in the Unit.
Audit checks may be carried out by the Immigration authorities. Penalties or illegal working are severe for both the individual and the employer. The employer can be subject to criminal and civil prosecution in the form of fines and imprisonment.
Before employing EEA Nationals please ensure that they either:
1.have a National Insurance number;
or
2.have obtained, prior to leaving their own country, form E101 (or portable Document A1) which exempts
them frompaying UK NI and states that they pay the equivalent in their home country.
If you are a student from outside of the EEA and you hold a current student visa, there are limits on the number of hours you may work during term-time:
- Students studying below degree level may work a maximum of10 hours per week;
- Students studying at degree level or above may work a maximum of 20 hours per week.
Student visa holders may work full-time during university vacation. Postgraduate students who are expected to work on projects/dissertations over the summer vacation remain limited to a maximum of 20 hours per weekduring this period.
Student visa holders may work full-time on completion of their studies for a maximum of 4 months, provided conditions of stay permit work during term time and the holder has leave to stay in the UK. At the end of the 4 months, they must cease work completely and return home unless they have switched in to another immigration category which permits work i.e. Tier 2 will remain as a route into employment for graduates.
Non-EEA students studying in the UK on a student visitor visa do not have permission to work in the UK.
For further information, please see