Terms and conditions for individuals paid by claim

  1. Name of employer: University of Exeter. Address: Northcote House, The Queen's Drive, Exeter EX4 4QJ.

  2. Location: You may be required to work in any University location or in any other area where the University is expected to provide a service as may be requested from time to time.
  3. The University is not under any obligation to provide paid work, nor are you under any obligation to accept any work which is offered.

  4. You will only be paid for work actually undertaken and completed. All work must be approved in advance by the appropriate person in the College/Service. The University reserves the right not to make payment when work has been undertaken without prior approval.

  5. If you are unable to work on a session that you previously agreed to work for any reason, then you must inform your line manager, or another senior member of staff, as soon as possible.

  6. The engagement will terminate at the end of the assignment without any further notice being given, unless previously terminated in accordance with the procedure referred to in (7) below.

  7. The assignment may be terminated at any time prior to its anticipated expiry by either party giving the required statutory notice where applicable.

  8. You should not undertake any work for the University unless you have the right to work in the UK under current immigration legislation. Under the Immigration, Asylum and Nationality Act 2006, the University is required to ask to see original copies of official documents before permitting you to work.

  9. All claims must be submitted on an approved University claim form. Parts A of the claim form PD82 must be completed in full. Payment will not be made if full information is not given. Knowingly making a false declaration (part B) is a serious offence which may result in disciplinary/criminal/civil action being taken by the University. When you have signed and dated your claim it should be sent for authorisation to the appropriate person within your College/Service. It will then be forwarded to the Payroll Office in Human Resources in Northcote House for payment. For a payment to be made at the end of a month, the completed and authorised form must reach the Payroll Office by the published payroll deadline (see http://www.exeter.ac.uk/staff/employment/payroll/payrolldeadlines/). If you have any queries concerning payment of your claim, you should contact the Payroll Office on Exeter 723085 or 723086 or 723080 or 723083. Payment will only be made at one of the University’s authorised rates, which must be agreed in advance by the person authorising the work. All payments will be made by BACS.

  10. Annual Leave: Your hourly rate includes your pro-rata statutory entitlement to paid annual leave and bank holidays, as payment in advance of the period of leave. Details of the part of your hourly rate which relates to paid leave and how this is calculated will be separately notified to you. The holiday year commences on 1 January and leave cannot be carried forward to another year. You need to ensure that you take your leave each year and outside peak times in the area where you normally work.
  11. Pension arrangements: You will be eligible to opt-in to the University of Exeter Retirement Benefits Scheme (ERBS) provided you meet the following criteria:
    • you are between the ages of 18 and 65;
    • you are not contributing already to ERBS or USS;
    • you are not already in receipt of an ERBS or USS pension;
    • you are earning above the lower threshold for National Insurance Contributions;
    • you have been employed by the University for 12 consecutive weeks.
    Once you have joined ERBS then you will remain a member of the scheme, contributing for each period of employment, until either a period of 12 months elapses since you last contributed (ie worked for the University) or you leave the Scheme. You will contribute 6% of your gross remuneration. To opt-in to ERBS you should contact the Pensions Office on Exeter 723088. If you are eligible for membership, then your membership will take effect in the calendar month following completion of the application documentation.

  12. Tax and National Insurance may be deducted from payment due to you. A P45 should be attached to the starter form (or forwarded to the Payroll Office as soon as possible); if you do not have a P45, and will not be receiving one, a P46 can be obtained from the Payroll Office to enable the correct tax code to be obtained for you. National Insurance Contributions will be deducted unless you supply Department of Work and Pensions form CA4140 or DSS form CA2700.

  13. In appropriate circumstances, the University will pay Statutory Sick Pay and Statutory Maternity Pay subject to you meeting the qualifying criteria.

  14. Disciplinary Procedure: details of the procedures for dealing with disciplinary matters can be obtained from your line manager or Human Resources .

  15. Grievance Procedure: if you have a grievance relating to your engagement with the University, you should discuss the matter with your line manager. If the grievance is not settled satisfactorily at that stage, then you may follow the procedure for dealing with grievances, which can be obtained from Human Resources .

  16. Your line manager is responsible for ensuring that you are aware of the University's policy in respect of health and safety at work and to notify you of any specific procedures applicable to your working environment.

  17. Expenses should be claimed using the appropriate expenses claim form available from Finance Services.

  18. There are no collective agreements which directly affect your terms and conditions. Any changes in the terms and conditions applicable to individuals engaged on a claims basis which may be agreed after the date of this contract by the University in respect of individuals staff shall be automatically incorporated into your contract of engagement with the University.