programme management richard trengrouse, south birmingham college
TRANSCRIPT
Administrative Process
Objectives:
• Simple and easy to use
• Minimise risk
• Get payments to you in a timely manner
This morning will look at…
• Pre Appointment Process
• In Work Process
•Monitoring and Evaluation
• Draft Paperwork
Aims of Future Jobs Fund
• To provide 6 months meaningful work experience in a job of ‘community benefit’ for the eligible groups
• To aid them in their search for future employment
• To provide job search and employment skills during their 6 month contract
Aims continued
• To provide each person who successfully completes with:
- reference
- record of achievement
• They are employees – NOT Trainees
Service Level Agreement/Conditions of Grant Aid
Standard City Council SLA/Conditions of Grant Aid
Specific FJF conditions:
• Part A – General conditions; Payment/audit
• Part B – Salaries/wages & running costs; appointment of employee; relationship with JCP/City Council and monitoring
SLA/COGA continued
• FJF conditions cascade from the relevant clauses in the DWP contract with City Council• Your application will form an appendix to
the SLA/COGA
• Complete State Aid Form• Complete and return Authorised
Signature Form/Monthly payroll dates
Payment process
Aim to minimise risk and avoid having to claim money back from you:
• Salary, NI, Supervision and recurring costs will be paid at an hourly rate drawn from your proposal
• Other costs (training, protective clothes, tools, etc.) claimed against invoices or other auditable evidence
Payment Process: Continued
• Larger items of equipment purchased need to be agreed with Be Birmingham
• If you need advance payment for uniforms, tools, CRB checks etc-then please contact your Be Birmingham Rep
First Day of WorkTo release first payment:• Complete data capture form (FJF 01)• Complete employee timetable (FJF 02)• Evidence of eligibility from JCP*• Fax above forms to Be Birmingham to release
payment• Put hard copy in the post to Be Birmingham• Payment for all starters will be in your account
3 days before your payroll date
Monthly Return
To be provided against schedule of payment (based on your payroll dates)
Monthly return includes:
• Timesheets (FJF 03)
• Claim sheet for other costs (FJF 04)
• Summary Sheet (FJF 05) Please note that a monthly payroll extract is required
Monthly return continued
• Reconciliation at the end of first month to take account of any overpayment
• Final reconciliation at the end of 6 months or when the employee leaves the job, if earlier
Monitoring• Initial Health and Safety Visit
• Spot Checks:-meet with employer-meet with employee
• Finance Checks
- FJF Project File (Check List)
- Employee Files