Updated September 2018 Form 100 - Page 1

Form 100

Agreement for Casual Workers

This form should be used for casual workers for work up to 2 consecutive months’ duration. You should submit this form by the 3rd of the month for payment at the end of that month. This form is for payment of casual work only and cannot be used where an individual holds an employment contract with the University. All sections of this form must be completed fully. Incomplete forms will be returned. If filling out by hand please complete in capital letters using black ink. Privacy Statement For information on how we use your data, how long we keep it for and if we share it with third parties, please refer to the Privacy Notice for Staff

Personal Details (This page to be completed by the Casual Worker)

Title

Forename

Surname/Family Name

Home Address (not Work address)

House No./Name

Town

Street name

County

Address Line 3

Post Code

Payroll Number

Gender Male Female

Nationality

NI Number

DOB (DD/MM/YY)

Email address

Have you been previously employed by The University of Edinburgh? YES NO

Are you a current student at the University of Edinburgh? YES NO

Ethnic Origin (Please tick the box which describes your ethnic origin) White - British Other Black Mixed - White & Black Caribbean

White - Scottish Asian/Asian British Indian Mixed - White & Black African

White - Irish Asian/Asian British Pakistani Mixed - White Asian

Other White Asian/Asian British Bangladeshi Other Mixed Background

Black/Black British Caribbean Chinese Other Ethnic Background

Black/Black British African Other Asian Prefer not to disclose

Disability

I consider myself disabled (please tick relevant box). YES NO

If Yes please mark those disabilities relevant to you. Choose up to two options, numbered 1 for main disability and 2 for any additional disability.

General Learning Disability (e.g. Downs syndrome)

A social/communication impairment (e.g. Asperger’s/other autistic spectrum disorder)

Long-Standing Illness/Condition (e.g. Cancer, HIV, Diabetes, Chronic Heart Disease or Epilepsy)

Mental Health Condition (e.g. depression, schizophrenia)

Specific Learning Difficulty (e.g. dyslexia, dyspraxia)

Deaf or serious hearing impairment

Blind or serious visual impairment

Prefer not to disclose this information

Bank Mandate (failure to complete this section may result in late or non-payment)

Bank Name

Sort Code ▬ ▬

Bank Address

Account Number

By signing this document, I confirm I have the right to carry out the work in question, and will demonstrate this to the University prior to commencing this work (see appendix 1 and 2).

Date / /

Signature

Updated September 2018 Form 100 - Page 2

Please find P45 attached to this form OR I have completed the P46 form overleaf

Instructions for employees

As a new employee your employer needs the information on this form before your first payday to tell HMRC about you and help them use the correct tax code. Fill in this form then give it to your employer. Do not send this form to HMRC.

Employee’s personal details

Last name or family name

First name(s)

Are you male or female? Male Female

Date of birth eg dd mm yyyy

Home address

Address line 1

Address line 2

Address line 3

Address line 4

Postcode (if your address is in the UK)

National Insurance number

Employee statement

You need to tick only one of the statements A, B or C.

A – This is my first job since last 6 April and I have not been receiving taxable

Jobseeker’s Allowance, Employment and Support Allowance, taxable Incapacity Benefit, State Pension or Occupational Pension.

B – This is now my only job but since last 6 April I have had another job, or received

taxable Jobseeker’s Allowance, Employment and Support Allowance or taxable Incapacity Benefit. I do not receive a State Pension or Occupational Pension.

C – As well as my new job, I have another job or receive a State Pension or Occupational Pension.

Have you left a course of UK higher education before last 6 April and received your first UK Student Loan instalment on or after 1 September 1998 and not fully repaid your Student Loan?

Yes No

Are you repaying your UK Student Loan by agreement with the UK Student Loans Company to make monthly payments through your bank or building society account?

Yes No

Updated September 2018 Form 100 - Page 3

Updated September 2018 Form 100 - Page 4

Job Details – To be completed by UoE (Administration)

Job Title

SOC Code (See Appendix 3)

Grade

Department

Nature of Work

Period of Engagement (dd/mm/yy)

From:

To:

Total

Hours

Hourly

Rate

Holiday % (12.07%)

Total Paid

(inc. Holiday Allow) £

Costing Details – Source of Funds

% or Amount in £ Account Cost Centre Job Code

Management Authorisation – To be completed by UoE (HoS / DoPS / Director of Department)

I confirm the Job Details noted above is correct and shall be applied for this payment.

I confirm verified copy(s) of documentary evidence of right to work in the UK has been identified and attached to this form, with a copy retained for our reference. (as per Appendix 2 List A and List B)

Name

Position

Date

Signature

Right to Work Authorisation – Enter details of person who performed Right to Work checks

Name

Department

Contact Telephone Number

Note: Please complete this form in full. Any forms which do not have the right to work checklist

completed will be returned, which may delay any payment due.

HR Authorisation – To be Completed by UoE (College HR / Support Groups HR).

Updated September 2018 Form 100 - Page 5

Appendix 1 – Right to work in the UK Checklist – Information for Authoriser Only

What to complete: Either complete List A or List B

List A – For individuals with an on-going right to work in the UK (e.g. British Citizens, Individuals from EEA countries, and those who can stay indefinitely in the UK); or List B – For individuals with a time limited right to work in the UK (e.g. Individuals on following visas: Student, Ancestry, Dependant, Youth Mobility etc.).

It is expected that original documents will be presented, as set out below. Please tick the appropriate box and attach the copy of the document(s) to this form. You need to check that

a) Photographs are consistent with the appearance of potential individual. b) Dates of birth listed are consistent with the appearance of potential individual. c) Expiry dates have not been passed, and d) UK Government stamps or endorsements do not restrict the individual from undertaking the work in question. e) If the individual is a University of Edinburgh Tier 4 student:

Using EUCLID, print the information in the immigration overview tab. NOTE:If the EUCLID screen print is more than 28 days old when the student is due to start work the screen print must be taken again

Check with Student Immigration Compliance Team if the student’s: o matriculated status is anything other than ‘fully matriculated’, ‘interrupted’ (thesis

submitted),’continuing student not yet matriculated’. o record shows they are not currently sponsored.

Check the student’s visa to confirm the hours they are permitted to work per week. NOTE: the University’s published semester/vacation dates should be used to determine when the student can work full-time (i.e. during vacations).

Print the University semester dates from the University website. NOTE: This applies to all University of Edinburgh students, including post-graduates.

f) If the individual is a non-University of Edinburgh Tier 4 Student, obtain written confirmation from their place of study (on headed paper or identifiable email address) to confirm:

Student status; course/qualification and duration of course.

Term/vacation dates (alternatively these can be printed from the HEI’s website if accessible). Copies of passports must include:

a) Outside Front cover (note: passports for nationals from some countries have the front cover on the back). b) All pages containing individual’s personal details e.g. photograph, signature, date of birth, etc. c) All pages containing UK Government stamps or endorsements which allow the individual to do the type of work

being offered. For Tier 4 students, copies must include: If individual is a TIER 4 STUDENT studying at University of Edinburgh:

a) Valid EUCLID screen print (i.e. at least 28 days remain since print date). b) Copy of correspondence from Student Immigration Compliance team, if appropriate. c) Print from University of Edinburgh website re semester dates.

If individual is a TIER 4 STUDENT studying at another HEI: a) Written confirmation from place of study confirming the individual is a currently matriculated student. b) Written confirmation of the individual’s term/vacation dates.

For a list of EEA countries whose nationals have an ongoing right to work in the UK and more detailed information on right to work in the UK, see the University's website pages for Human Resources. If the worker cannot present one of these documents, or the necessary combination please refer to your HR Team or the aforementioned web pages for further details. For information on Student Employment including National Insurance and Income tax, please refer to the University’s website pages for Human Resources, Finance, Student Employment.

Appendix 2 – Information for Authoriser and Worker

List A : On-going right to work in the UK (Complete group 1)

Updated September 2018 Form 100 - Page 6

Check Group 1: Acceptable documents to establish a continuous statutory excuse

A passport showing the holder, or a person named in the passport as the child of the holder, is a British citizen or a citizen of the UK and Colonies having the right of abode in the UK.

A passport or national identity card showing the holder, or a person named in the passport as the child of the holder, is a national of a European Economic Area country or Switzerland.

A Registration Certificate or Document Certifying Permanent Residence issued by the Home Office, to a national of a European Economic Area country or Switzerland.

A Permanent Residence Card issued by the Home Office, to the family member of a national of a European Economic Area country or Switzerland.

A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder indicating that the person named is allowed to stay indefinitely in the UK, or has no time limit on their stay in the UK.

A current passport endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right of abode in the UK, or has no time limit on their stay in the UK.

A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is allowed to stay indefinitely in the UK or has no time limit on their stay in the UK, together with an official document giving the person’s permanent National Insurance number and their name issued by a Government agency or a previous employer.

A full birth or adoption certificate issued in the UK which includes the name(s) of at least one of the holder’s parents or adoptive parents, together with an official document giving the person’s permanent National Insurance number and their name issued by a Government agency or a previous employer.

A birth or adoption certificate issued in the Channel Islands, the Isle of Man or Ireland, together with an official document giving the person’s permanent National Insurance number and their name issued by a Government agency or a previous employer.

A certificate of registration or naturalisation as a British citizen, together with an official document giving the person’s permanent National Insurance number and their name issued by a Government agency or a previous employer.

List B : Time Limited right to work in the UK (Complete group 1 or group 2)

Check Group 1: Documents where a time-limited statutory excuse lasts until the expiry date of leave

A current passport endorsed to show that the holder is allowed to stay in the UK and is currently allowed to do the type of work in question.

A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder which indicates that the named person can currently stay in the UK and is allowed to do the work in question.

A current Residence Card (including an Accession Residence Card or a Derivative Residence Card) issued by the Home Office to a non-European Economic Area national who is a family member of a national of a European Economic Area country or Switzerland or who has a derivative right of residence.

A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the named person may stay in the UK, and is allowed to do the type of work in question, together with an official document giving the person’s permanent National Insurance number and their name issued by a Government agency or a previous employer.

Check Group 2: Documents where a time-limited statutory excuse lasts for 6 months

A Certificate of Application issued by the Home Office under regulation 17(3) or 18A(2) of the Immigration (European Economic Area) Regulations 2006 to a family member of a national of a European Economic Area country or Switzerland stating that the holder is permitted to take employment which is less than 6 months old together with a Positive Verification Notice2 from the Home Office Employer Checking Service.

An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together with a Positive Verification Notice from the Home Office Employer Checking Service.

A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer which indicates that the named person may stay in the UK and is permitted to do the work in question.

2 A ‘Positive Verification Notice’ is official correspondence from the Home Office Employer Checking Service which confirms that a named person has permission to undertake the work in question.

Updated September 2018 Form 100 - Page 7

Appendix 3 – SOC Codes 221 Health Professionals 532 Building Finishing Trades

222 Therapy Professionals 542 Printing Trades

223 Nursing and Midwifery Professionals 543 Food Preparation and Hospitality Trades

231 Teaching and Educational Professionals 544 Other Skilled Trades

242 Business, Research and Administrative Professionals 612 Childcare and Related Personal Services

244 Welfare Professionals 613 Animal Care and Control Services

245 Librarians and Related Professionals 614 Caring Personal Services

311 Science, Engineering and Production Technicians 622 Hairdressers and Related Services

313 Information Technology Technicians 623 Housekeeping and Related Services

331 Protective Service Occupations 721 Customer Service Occupations

342 Design Occupations 822 Mobile Machine Drivers and Operatives

344 Sports and Fitness Occupations 823 Other Drivers and Transport Operatives

412 Administrative Occupations: Finance 911 Elementary Agricultural Occupations

413 Administrative Occupations: Records 921 Elementary Administration Occupations

415 Other Administrative Occupations 923 Elementary Cleaning Occupations

421 Secretarial and Related Occupations 924 Elementary Security Occupations

511 Agricultural and Related Trades 925 Elementary Sales Occupations

523 Vehicle Trades 926 Elementary Storage Occupations

531 Construction and Building Trades 927 Other Elementary Services Occupations