Lancaster University

Lancaster University

Employment Status Questionnaire

Department: ……………………………………………………………

Departmental Contact: …………………………………………………………..

Phone Number: ………………………..

Full Name of Supplier (eg John Smith Consultancy or Rob Jones Services Limited, company Number (0123456)):

…………………………………………………………………………………………

1  Describe the nature of the services to be provided as fully as possible?
2  What is the duration of the assignment?
3  What is the overall contract value?
4  Who prescribes the program of work required to fulfil the contract? University or/ Supplier
YES / NO
5  Correct Invoice – has the supplier provided a valid Invoice per Appendix 1? If not return to the supplier with instructions. / Return to supplier with checklist of requirements
6  Are the services for Lecturing, Teaching or Examining? / Answer Q7 / Go to Q 9
7  Is the invoice for the delivery of a public lecture (ie one which anyone can attend)? / Pay this single invoice through payments. Reapply the questionnaire for any further work / Answer Q8.
8  Has the supplier provided, or do you anticipate them providing lecturing services on more than 3 days over a rolling 3 month period? / Pay through Payroll (normally fees or letter of agreement) / Pay this single invoice through payments. Reapply the questionnaire for any further work.
YES / NO
9  Is the supplier filling a temporary staff vacancy? / Pay through Payroll (normally fees or letter of agreement) / Answer Questions 10 to 18
10  Is the supplier a former University employee? / For information
11  Are the fee arrangements based on an hourly, day or weekly rate? / Indicates employment / Indicates self-employment
12  Does the supplier have regular use of a desk or office space on the University site? / Indicates employment / Indicates self-employment
13  Does the supplier have a dedicated Lancaster University phone line and/or “lancs.ac.uk” email address? / Indicates employment / Indicates self-employment
14  Are the supplier’s hours of work determined or prescribed by the University Department? / Indicates employment / Indicates self-employment
15  Does the University department prescribe the program of work required to fulfil the contract? / Indicates employment / Indicates self-employment
16  Does the supplier reserve the right to send a substitute and would the University be happy to receive such a substitute? / Indicates self- employment / Indicates employment
17  Does the supplier provide their own equipment or consumables? / Indicates self-employment / Indicates employment
18  Does the supplier provide services to more than two other customers? / Indicates self-employment / Indicates employment
19  Does the supplier have appropriate insurance cover / Essential if self-employment

If 6 or more “indicates employment” then pay through Payroll or ask the supplier to set up a limited company. Only invoices from this company will be paid in future.

If 6 or more “indicates self-employment”, AND the supplier has appropriate insurance cover in place, then invoice can be paid through payments. Please send a copy of this form to strategic purchasing before the work commences.

In all other situations, refer to Hilary Holt ext. 92076, Terry Hallam ext. 92045 or David Owen ext. 94369 for advice.

Appendix 1

In cases where status is confirmed as self employed, minimum information that must be shown on an invoice to Lancaster University

An invoice must show:

·  an invoice number which is unique and follows on from the number of the previous invoice;

·  the supplier’s full name or trading name, and full address;

·  the seller's VAT registration number (as applicable) if VAT is shown on the invoice;

·  the invoice date;

·  the time of supply if this is different from the invoice date;

·  the customer's name or trading name, and address;

·  a description sufficient to identify the goods or services supplied to the customer.

·  a purchase order number which can be found on the order issued by the department concerned

A VAT invoice must show:

·  an invoice number which is unique and follows on from the number of the previous invoice;

·  the seller's name or trading name, and address;

·  the seller's VAT registration number;

·  the invoice date;

·  the time of supply (also known as tax point) if this is different from the invoice date;

·  the customer's name or trading name, and address;

·  a description sufficient to identify the goods or services supplied to the customer.

For each different type of item listed on the invoice, you must show the:

·  unit price or rate, excluding VAT;

·  quantity of goods or the extent of the services;

·  rate of VAT that applies to what's being sold;

·  total amount payable, excluding VAT;

·  rate of any cash discount;

·  total amount of VAT charged.

If you issue a VAT invoice that includes zero-rated or exempt goods or services, you must:

·  show clearly that there is no VAT payable on those goods or services;

·  show the total of those values separately.