Programme Management

Richard Trengrouse, South Birmingham College

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

What else will we want?

End of Employment –

• Destination Form for each FJF employee (FJF 06)

• Copy of Record of Achievement

• Copy of Reference

• Evaluation Form