Submission and payment of claims

Responsibility of Claimant

1. Each claim for work undertaken must be submitted on an approved claim form PD82. Any claims which are not submitted on an approved claim form will be returned to the employing unit by the Payroll Office (thereby delaying payment). The claim must itemise the hours of work undertaken and the hourly rate. Claims will generally only be made at an hourly rate authorised by the University (see paragraph 5 of the section on Principles and Purpose).

2. All claims must be completed in full - including the individual’s person number (from their payslip) - and signed and dated by the claimant.

Responsibility of College/Service

3. For a first claim, form PD82 should be accompanied by form PD81.

4. All claims must be countersigned and dated by an authorised manager (see paragraph 11 of the section on Principles and Purpose), who should check that the details provided are correct, that the work has been approved in advance and that the appropriate account code(s) are detailed. The College/Service should check that this code has been set up on Aptos for payroll purposes.

5. The form will be returned to the employing unit if any of the following essential information is omitted (thereby delaying payment):

• person number.
• total sum to be paid as remuneration
• total sum (if any) to be paid as expenses
• valid funding code(s) set up on Aptos for payroll purposes.

Responsibility of Human Resources

6. Provided that the fully completed claim form reaches the Payroll Office by the deadline date (usually the middle of the month for monthly claims - except in December), the payment will be made at the end of that month.

7. Late payments and advances: Colleges and Services should not ask Human Resources to make payments outside the monthly payroll schedule. Such arrangements create significant additional work in both the Payroll Office and Accounts Payable in Finance Services. In exceptional circumstances, where such requests are agreed, Human Resources may levy a charge to cover additional administrative costs.

8. Payments will only be made in sterling – preferably direct into a UK bank account through BACS. (Payments by cheque are more costly for the University.)

9. Payslips will be sent to the individual’s work location (eg the College/Service) unless:

• the individual has indicated on Form PD82 that this is their final claim, in which case the payslip will be sent to the worker’s home address
• the employing unit has requested that the payslip be sent to the individual’s home address on form PD81. (Sending payslips to a home address is more costly for the University.)

10. It is not possible to record multiple payslip locations in Trent HR. Where an individual has more than one position, the payslip will be sent to the work location of their first position, unless the Payroll Office is notified that the payslip location has changed. The Payroll Office should be kept informed of any changes to work location which require an amendment to the payslip address recorded on Trent HR.