CHANGES TO THE PROCEDURES FOR CONTRACTING SESSIONAL STAFF AND FOR CLAIMING OF SESSIONAL EARNINGS - VT2000 AND VTS
You may be aware that the University has implemented a new sessional contracts management system which includes an online claiming module.
The system is called VT2000 with the claims system known as VTS. This new system is live within the University for work contracts for and undertaken after 1 August 2010.
What is the VT2000 contract management
system?
What is the VTS on line claims system?
What will this mean for me as a
sessional member of staff?
Making claims for work undertaken after
1 August 2010
Flowcharts for how VT2000 and VTS work
Training and Support
FAQ - frequently asked questions and queries
What is the
VT2000 contract management system?
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The new system will enable faculty managers and administrators to collate and confirm sessional work arrangements through a central database. From this we will be able to email you the details of all agreed work, including the programme details, when it starts and finishes, the rate at which it will be paid and the total value of the work to be done. This will greatly improve our information about what work is being undertaken by whom, when and why and reduce the amount of time spent entering the same information into several University systems.
What is the VTS on line claims system?
Via the VTS system, which will be accessed via the sessional staff web pages (link at the end of this communication), you will be able to:-
- Review the work schedules that you have had agreed
- Review what claims have been authorised for payment by your local administrator
- For PAYE staff they will make on line claims against the agreed work schedules. For Self Employed staff they will be able to refer directly to defined work schedules within their invoices and therefore speed up the authorisations procedure.
Claims can be made online from any computer with internet access to the University StaffNet page and once made will immediately be available for on line authorisation for payment. There will be no requirement to copy forms, no need to seek a signature or authorisation and you will be able see on line which claims have been authorised for payment.
IMPORTANT - FOR VT2000 AND VTS TO OPERATE ALL SESSIONAL STAFF WILL NEED NEED A UNIVERSITY NETWORK LOGIN
In order to take VT2000 and VTS forward we need to ensure that all sessionally engaged staff have a University network login so that they are able to access the sessional web pages and VTS via the University Staffnet.
If you have had a username and password, but cannot recall the details, please contact the university Staff IT Service Desk (it-service@canterbury.ac.uk or 01227 782626) who will be able to advise you on how to reactivate them.
If you believe you have never had a user name and password please contact your department administrator who will complete a computing request form and arrange for a computing account to be set up via the IT Service Desk. The network login will allow you to take advantage of a University email account and all the information and services on the Staff Intranet, (StaffNet), subject to the University policies and procedures.
What will this mean for me as a sessional member of staff?
For PAYE and Self Employed sessional staff you will receive confirmation of the work you have had agreed via a work schedule which is emailed to you direct from VT2000.
Please note that until you have received this schedule of work the University has not committed to you undertaking the work and no payment will be made for claims that do not relate to an issued schedule of work.
Example schedule of work
Example Schedule of work with explanation
of fields
MAKING CLAIMS AFTER 1 AUGUST 2010
PAYE SESSIONAL STAFF - It is important to note that as a matter of policy the University has taken the view that, from the date of implementation PAYE claims for sessional work, will ONLY be possible via the VTS on line claims system. No paper based or excel spreadsheet claims will be accepted.
Travel expenses, where they are applicable and their payment is agreed in advance with the Head of Department, will continue to be claimed using the staff travel expenses form.
SELF EMPLOYED SESSIONAL STAFF - Self employed staff will be required to supply their employing department with fully itemised invoices complete with the details of the work undertaken as set out in the work schedule received from VT2000 i.e. contract number, activity undertaken, date and hours of work, rate of pay and total for the invoice claim. Invoices for hours greater than that agreed in the schedule of work will not be authorised without the express confirmation from the Head of Department.
Travel expenses, where they are applicable and their payment is agreed in advance with the Head of Department, may be added to the invoice as a separately itemised amount.
see Training and Support for details about how to be trained to make a claim.
Flowchart of the sessional system for PAYE staff
Flowchart for sessional system for SELF EMPLOYED staff
To make the transition to VTS as smooth as possible we can arrange a 1:1 training session or you can also learn how to use the system by downloading the “how to make VTS claims” guide which covers:
- how to login into VTS
- how to view your agreed work schedules
- how to view past authorised claims via the remittance advice screens
- how to make claims and track the progress of them
We hope that the training sessions and guide will answer most of the questions you might have but if there is anything we have not resolved please do not hesitate to email these to hr@canterbury.ac.uk and we will seek to respond as soon as possible. We have also developed an FAQ (frequently asked question) section on the sessional web pages as an additional source of advice. Follow this link to view the FAQ's page.
last updated 22/06/2011
