NB: There Is a Separate Claim Form for Home/Additional Centre Exams

(NB: there is a separate claim form for Home/Additional Centre exams).

FEES

EXPENSES – Travel Costs

OTHER EXPENSES

Income Tax and National Insurance

Income Tax will be deducted at the basic rate from fee payments. Approved expenses will be paid tax free. Please contact HMRC if you have any queries about tax. The Invigilation Management Services team can’t amend or view tax details.

DECLARATION

I declare that the expenses claimed have been actually and necessarily disbursed by me solely on the business of The Open University, that the allowances charged are in strict accordance with the rates printed overleaf and that the above information is correct.

By claiming a mileage allowance for a private vehicle, I confirm that I have a full driving licence, and the car I used has a current MOT, vehicle tax and appropriate insurance. The University won’t meet any claims for invigilators who aren’t insured for business travel.

I confirm that I have returned or securely destroyed all personal information given to me about any students in accordance with data protection legislation.

Signature______Date

Please send your completed claim form to: Invigilation Management Services, The Open University, PO Box 720, Milton Keynes, MK7 6ZQ. Email:

FOR OFFICE USE ONLY

December 2018

December 2018

Approved

NOTES FOR MAIN CENTRE INVIGILATOR CLAIM FORMS
(FEES & EXPENSES)

These notes are to accompany your claim form for invigilator fees and expenses. Please follow the guidance carefully so we can process your claim promptly. If you haven’t provided suitable explanation to support any variations to standard rules, payment may be delayed.

A Main Centre claim form should only be submitted when you’re invigilating at a main centre. There are two types of claim form - Main Centre and Home/Additional Centre. Please make sure you use the correct form for the type of exam you invigilated.

It is critical that we have an invigilator report form on record for each exam held. This means as part of the payment processing checks we’ll need to confirm we’ve received your invigilator report form (EC20). This is applicable only if you’re the Senior Invigilator. This is detailed in your Terms of Engagement and the Invigilator handbook. Invigilator fees and expenses won’t normally be paid until the invigilator report is received.

You must also confirm that you have returned or securely destroyed all personal information you have been given about any students, in order to comply with data protection legislation.

We aim to process and pay claims as quickly as possible. Our payroll sysems close on the 8th of each month and all payments processed by this date are made at the end of that month. Claims processed after the 8th will be paid at the end of the following month.

If you haven’t given us your bank/building society details, or if they’ve changed, please complete a staff engagement form. You also need to complete a new staff engagement form if you haven’t worked for the Open University in the last 12 months. A copy of this form can be found on the invigilation website at www2.open.ac.uk/students/invigilation/useful-documents. If you don’t have access to a printer please contact Invigilation Management Services who can send you a paper form to complete.

Invigilation Fees

Main Centre

The fee you’ve been quoted is calculated based on the specific exam sessions you’ve been contracted for.

If you’re the Senior Invigilator, you can claim for a material check session if you’ve been instructed to do so. If not, we can’t reimburse you for additional time.

If you’re the Senior Invigilator and the courier hasn’t arrived before 6pm, please contact Invigilation Management Services on the exam day. Depending on the length of the delay, an additional payment may be authorised. All overtime for assistant and senior invigilators must be approved in advance by Invigilation Management Services.

If we’re not told on the exam day then we can’t reimburse/approve any additional fees.

Expenses

Travel

On your claim form please specify the method of travel i.e. car, bus or rail.

All mileage claims for travel by car will be checked using an online calculator, such as Google maps. The amount from the online calculator will be used to process the claim unless you’ve explained why a different route was used.

Mileage is calculated at the relevant Open University rate for the day of travel, which is currently 38.5p per mile. Where two or more invigilators travel together the driver (not the passenger) is entitled to claim another 5p per mile for the first passenger and 1.7p per mile for each additional passenger.

All public transport travel claims should be accompanied by receipts or an online statement (for Oyster card users). Road toll claims need to be accompanied by a receipt. Where no receipt is issued, please provide a bank statement showing payment.

Taxis are permitted in exceptional circumstances and have been approved prior to the exam. Such claims need to be accompanied by a receipt. Please contact Invigilation Management Services on the exam day for any last minute transport issues. Invigilation Management Services will confirm taxi approval by responding with written confirmation, usually by email. If Invigilation Management Services aren’t contacted on the exam day then we can’t reimburse the claim.

Other Expenses

The University can’t pay claims without itemised receipts.

Postage and parking must be accompanied by a receipt. Phone calls should be detailed on the claim form. Every phone call will be reimbursed to a maximum of 50p unless an itemised bill from your phone provider is attached.

A reasonable amount can be claimed for food if an invigilator is contracted to work anything longer than 4 hours 15 mins on one day and when accompanied by a receipt.

The University can’t cover claims for carrier bags, alcoholic drinks, tobacco, personal phone calls, confectionary, newspapers, internet connections or tips.

Any other expenses (not outlined on the claim form) need to be approved (in advance) by Invigilation Management Services.

Contact Information for Invigilation Management Services.

Website www2.open.ac.uk/students/invigilation

Email address

Phone number 01908 332130

December 2018