Step by Step Guidance –Issuing a Permanent Market Trading Licence.
All Permanent Market Traders are invited from the pool of casual Market Trader who meets the criteria to become permanent.
Step 1
o Markets Team requests list of all Casual Traders & there details from Business Processing Officers (BPO).
o Markets mangers prepares list of casual traders that meets the criteria (Only casual trading licence holders can be invited to apply for a permanent trading licence, minimum of 6 months & up to a 1 year) to become permanent and passes this on to the Senior support Team with a template letter of invitation to become a permanent trader and the template for application packs.
o Senior support team mail mergers the letter with the list and prepares and sends the application packs to the traders on the list
Step 2
o Trader decides whether to change to permanent by sending in application or making an appointment with a BPO
Step 3
If by appointment:
o Speak to Customer and find out purpose of visit and if the customer has the relevant documents.
o Find out name and licence number of customer.
o Book HSC booth with customer service officer.
o Ensure you have with you for the appointment;
Ø Office receipt book (for the correct transaction)
Ø Yellow receipt.
Ø Street Markets application checklist.
If by post:
o BPO logs incoming mail in spreadsheet in CDM
Step 4
If by appointment:
o Go to relevant booked booth with the documents listed above.
o Log into Qmatic and go to Market services queue – (Please refer to ‘Qmatic procedure handout’ for instructions)
o Log into phone.
o Call customer ticket number from Market services queue. - (Please refer to ‘Qmatic procedure handout’ for instructions).
Step 5
o Check customer’s completed application form and supporting documents (for Broadway market applications ensure customer has letter of consent from the Broadway association).
o Ensure the customer has completed the application form correctly and provided their:
Ø First name and Last name.
Ø Full address including postcode.
Ø Date of Birth.
Ø Telephone Number.
Ø Commodity to be sold - Ensure the commodity is an acceptable commodity on the commodity list (please refer to commodity list for guidance).
Ø Full Assistant name and address where possible (where assistant name has been provided ensure a completed Assistant Registration Form for permanent traders has been attached to the Application form for Temporary Market Trader form).
Ø Days they wish to trade.
Ø Preferred trading location.
Ø Stall intended to be used.
Ø Previous licence details.
Ø Next of Kin details (Please see Step 12 on application form).
Ø Signature and Date.
Ø Storage Details.
o Ensure the customer has provided the required supporting evidence with the application form.
Ø Three identical copies of current passport photographs
Ø Two proofs of name and address – e.g. utility bills (within the last 3 months) or valid driving licence
Ø Proof of Public Liability Insurance (this must have a minimum cover of £5,000,000)
Ø Copy of National Insurance Number e.g. – National Insurance Card, Inland Revenue document, Tax Statement, Benefits Agency Document, Pay Slip, P45 or P60.
Ø Where subject to immigration control – proof of immigration & nationality directorate papers must be provided.
Ø Food business registration and Food Hygiene certificate (where trader is selling foodstuffs).
Do not process licence if any of the required supporting documents is not provided.
o Inspect the supporting documentation submitted and make copies of all supporting evidence provided and return originals to customer.
Step 6
If by appointment:
o Complete a yellow payment receipt with the:
Ø Name and address of the customer
Ø Licence type and transaction type
Ø Official receipt number
Ø Officer name and extension
Ø Cash officer number (please refer to fund type list for appropriate cash officer number)
Ø Amount to be paid.
Ø Market name
o Hand yellow payment receipt to customer and advise to make payment at the Cash office with the yellow payment receipt.
o Receive endorsed yellow receipt slip from customer. (Ensure the slip has been endorsed on the reverse and the correct amount has been paid by the customer)
o Issue the office receipt and hand to customer
o Advice customer to take a seat to enable you to process the application in the back office.
o Close customer ticket on Qmatic and Log out of Qmatic. (Please refer to Qmatic procedure handout for more information).
If by post:
o Complete an office receipt with the:
Ø Name and address of the customer
Ø Licence type and transaction type
Ø Officer name and extension
Ø Cash officer number (please refer to Cash officer list for more information)
Ø Amount to be paid.
Ø Market name
o Make payment at the back office
o BPO sends original to Markets Manager together with log of applications (excel format) & copy into CDM in Traders file
o Markets Manager review applications and produces a full report on provisional decision of applicants and submits to Officer Licensing Panel (OLP).
o OLP meeting held and approves/refuses application
o OLP confirms to Markets manager licence details:
Ø market name
Ø pitch number
Ø commodities
Ø permitted trading days
Ø assistants
o Markets Manger confirms approved/refused details to:
Ø SST receives list & letter templates to merge and be sent to the customer explaining why application was successful/unsuccessful including original documents for unsuccessful customers(if any)
Ø BPO receives list of successful candidates with their documents for furthur processing
Step 10
o Log into MIS system (please refer to MIS user guide for more information).
o Find the Trader record and add a new application record for the trader’s permanent application made on the MIS system (please refer to MIS user guide for more information)
Please note: Trader is allowed to keep current temporary licence as long as it is still valid.
o Move any assistant application details on the temporary application record to the permanent application record. (Where trading assistant application has been provided – please refer to MIS user guide for more information).
o Print the statement of acceptance form (from MIS application screen).
o Obtain a copy of the Market Regulations and the Regulation front sheet.
o Fill out the Trading nameplate, trading assistant I.D card (where trading assistant application has been provided).
o Prepare the permanent trader licence card ready to be completed.
o BPO to obtain Markets manager signature on Traders Licence card
o If the Markets manger is away, the Head/Deputy of Parking & Markets Services or the Director of Public Realm are authorised to sign the card.
o Customer calls BPO to book appointment
o Speak to Customer and find out purpose of visit and if the customer has the relevant documents.
o Book HSC booth with customer service officer.
o Ensure you have with you for the appointment;
Ø Acceptance form
Ø Regulation front sheet
Ø Trader Licence card
Ø Trading Nameplate
Ø Trading Assistant ID card
Ø Standard terms and conditions
Repeat step 4 and then move to step 14.
o Ask customer if they are able to read and write. In the event the customer unable to read and write, the regulations should be summarised to the customer before they proceed with signing the Regulations front sheet and Statement of Acceptance.
o Request the Bankers Mandate and check that it has been signed and a start date agreed and added to the document.
o Ask customer to sign:
Ø Blank copy of Statement of Acceptance form
Ø Market regulations
Ø Blank copy of Market regulation front sheet
Ø Prepared permanent trader licence card.
o Laminate:
Ø Trader Licence card
Ø Trading Nameplate
Ø Trading Assistant ID card
Ø Standard terms and conditions
o Photocopy all signed documents
o Return to customer:
Ø Original
* Trader licence card
Ø Photocopy (if requested)
* Regulation front sheet
Ø * Acceptance form
Ø Other (if applied by post)
* Office Receipt
* Original Supporting Documents
o Close customer ticket on Qmatic and Log out of Qmatic. (Please refer to Qmatic procedure handout for more information).
Step 15
o Return to back office
o Load MIS & enter all new details (including Pitch number, Market, expiry date)
o Close off Temporary Trader Account
o Amend any other relevant details
Step 16
o Create a new permanent Traders file with the Trader licence number written on the front.
o Archive all copies of documents above into the folder:
Ø Permanent trader application form
Ø Assistant trader application form (where provided)
o Copies of all supporting evidence provided –
Ø 2 proof of name and address
Ø 1 proof of Public Liability insurance
Ø Proof of National Insurance
Ø Proof of immigration and National directorate papers (where subject to immigration laws)
Ø Copies of the Trader’s name plate and licence card.
Ø Copy of the assistant I.D card (where issued).
Ø Copy of Environmental Health certificate (where trader is selling foodstuffs).
o Archive Yellow receipt into the appropriate yellow receipt folder
o Log licence transaction and trader details including Licence expiry date into licence expiry spreadsheet.
o Update all necessary documents in CDM
Step 17
o Inform Market Manger & Market Inspectors via email with reference to CDM file (Permanent Traders Commodities & Assistant List) of updated new permanent licensees that have been issued including start date