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FD3 Employment Status form

Finance Division

Staff & Department Services
Policy & Procedures
Systems
Payroll
Training
Key Dates & Rates
Finance Transformation
About

You must be logged in with Raven to use this form.

By clicking the "save draft" button, at the bottom of this form, you will be able to save a part completed form prior to submission.

If you have a previously saved draft of the form you wish to return to, please make sure you are logged into this site, then answer the questions below as normal to return to the FD3 form. From there you will see a message which allows you to continue your draft.

GDPR
Please inform your supplier of the following processes that we undertake with regards to HMRC off-payroll worker rules.

Before the University engages a new supplier, for the provision of personal services, we assess whether self-employed individuals or people providing services through companies should be deemed to be employees for tax purposes (“off-payroll workers”), resulting in an obligation on the University to account for PAYE and NIC.

To fulfil this statutory obligation some of the supplier's personal information may be checked against publicly available sources e.g. Companies House. We may also share this information with third parties such as external advisers. This information is retained for six years in case we need to provide evidence to HMRC during tax audits.

For general information on how we handle personal data, see https://www.information-compliance.admin.cam.ac.uk/data-protection/general-data.

The information entered here will be used by the University of Cambridge’s Finance Division solely for the contractual or legitimate business purposes for which the form exists. Where any personal information is entered (about the user or others), it is used in accordance with the University’s standard website privacy policy.

DETAILS OF ENGAGING DEPARTMENT

The department engaging the supplier to provide the relevant services. Additional information may be required so please provide the appropriate contact details.

Requester's name *

Requester's email *

Requester's department *

DETAILS OF PERSON / COMPANY TO BE ENGAGED

Worker's Surname *

Worker's First name(s) *

How does the worker provide their services to the University? *

As a limited company

As a partnership

As a sole trader / individual

Name of Company, Partnership or trading name: *

If existing supplier, please state their CUFS Supplier No:

Business Address: *

Web Address: *

Company House Reg Number (UK Companies only)

Are the services being provided through a recruitment agency, managed services arrangement or Umbrella company? *

Yes

No

If Yes, give full details of Agency/Umbrella name *

DETAILS OF THE SERVICE REQUIRED

Detailed description of work (please include any relevant documentation when submitting this form) *

Dates work is expected to start and end. Please include dates even when completed *

Do you expect to engage this supplier for the same or similar service regularly?

Will the supplier be obliged to accept any future engagement for service with the University? *

Yes

No

PAYMENT DETAILS

How much do you expect to pay this supplier in this period? And in total? *

How much do you expect to pay the supplier per hour? *

How much do you expect to pay the supplier per day? *

How much do you expect to pay the supplier per week? *

Please state how much the fixed fee will be? *

If other, please specify. *

.... and in total? *

When will the supplier be paid? *

At agreed stages throughout the engagement

Upon completion of the task

DETAILS OF THE SERVICE PROVIDER

If this worker is currently employed by the University they cannot be offered a contract for service – please contact your HR Department to discuss further.

Has the individual worked, or currently working, for the University in any capacity? *

Yes

No

If Yes, please provide dates, role, department and Employee ID number if applicable: *

SUBSTITUTION

Is the individual required to perform the work personally? *

Yes

No

If the individual was unable to do the work, can they send someone else to do the work on their behalf? *

Yes

No

Not applicable

If No, please explain why?

Would the supplier be responsible for paying the substitute? *

Yes

No

Not applicable

GENERAL CONTROL

How will this supplier be managed and work? *

Supervised

Independently

Please explain further:

Would you move the supplier to other tasks not outlined above if priorities change? *

Yes

No

If Yes, Please explain further

Does the University have the right to decide "how" the work is done? *

Yes- the University decides how the work needs to be done without input from the supplier.

No- the supplier decides how the work needs to be done without input from the University.

No - the University can’t decide how the work needs to be done because it’s a highly skilled role.

Partly – the supplier and other people employed or engaged by the University agree how the work needs to be done.

NB: This question is not asking what work needs to be done but who decides what work is actually done

Please explain further:

Can the supplier choose "where" the work is done? *

Yes – the supplier decides.

No- the University decides.

No –the task determines the work location.

Partly – some work has to be done in an agreed location and some can be done wherever the supplier choses.

Please explain further:

Can the University decide “when” the work is done? *

Yes – the University decides the supplier's schedule.

No- the supplier decides their own schedule.

Partly – the supplier and the University agree a schedule.

Not applicable – no schedule is needed, as long as the supplier meets any deadlines.

Please explain further:

ORGANISATION

Does this supplier carry out similar work for other companies?

Yes

No

Will the supplier manage or instruct any University staff? *

Yes

No

If Yes, please give further details:

Is the supplier considered part of the staff team? (i.e. regularly attends team meetings) *

Yes

No

If Yes, please give further details:

Does the University provide any facilities, or equipment? *

Yes

No

If Yes, please give details of what is actually provided:

If the supplier provides any of their own equipment give details here:

How will the supplier present themselves to students / external contacts? *

As a member of the university team

As an independent consultant

Not applicable

Will the supplier be provided with a University email address and/or listed on a University website? *

Yes

No

If Yes, please explain further:

FINANCIAL RISK

Will the supplier be responsible for correcting unsatisfactory work at their own expense? *

Yes – the supplier would have to put it right without an additional charge, and would incur significant additional expenses or material costs.

Yes – the supplier would have to put it right without an additional charge, but wouldn’t incur any costs.

No - the supplier would put it right in their usual hours at the usual rate of pay, or for an additional fee.

No – the supplier wouldn’t be able to put it right because the work is time specific or for a single event.

No – they wouldn’t need to put it right.

If No, please explain further:

Is the supplier entitled to any other benefits other than reimbursement of expenses? (i.e. Paid leave; Sick pay; Pension; Maternity) *

Yes

No

Will this supplier be entitled to any payment for expenses? *

Yes

No

If Yes, please give further details:

TEACHING / EXAMINING /SUPERVISING / MENTORING

Is the supplier teaching/examining? *

Yes

No (if no skip section)

If yes, please give the number of days of lecturing/examining you expect this person will undertake over this period:

If Yes, please give frequency of lectures/exams:

Why is this work being undertaken by an external individual rather than a member of staff? *

OVERSEAS

This question is being asked in order to identify any tax liabilities overseas.

Is any of the work carried out overseas? *

Yes

No

If Yes, please give further details:

INSURANCE ARRANGEMENTS

Does the service provider have professional indemnity cover? *

Yes

No

Not Applicable

Any other information?

Upload contract /letter of engagement/ quote / invoice option *

Files must be less than 15 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx ppt pptx xls xlsx xml avi mov mp3 ogg wav bz2 dmg gz jar rar sit tar zip.

If you have a second document to upload - choose it here

Files must be less than 15 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx ppt pptx xls xlsx xml avi mov mp3 ogg wav bz2 dmg gz jar rar sit tar zip.

If you have a third document to upload - choose it here

Files must be less than 15 MB.
Allowed file types: gif jpg jpeg png bmp eps tif pict psd txt rtf html pdf doc docx ppt pptx xls xlsx xml avi mov mp3 ogg wav bz2 dmg gz jar rar sit tar zip.

DECLARATION

Declaration (to be completed by the person engaging with the service provider)

Declaration sign off:

I certify that the information collated is provided to the best of my knowledge and in the understanding that my responses will be used to form a declaration on behalf of the University to HM Revenue & Customs. Failure to provide accurate information may result in HMRC fines and penalties for PAYE non-compliance and prosecution under the Corporate Criminal Offence - Failure to Prevent the Criminal Facilitation of Tax Evasion.

Print Name: *

Date: *

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