Notes:
When are they needed? Almost Any Service
When any individual provides a service and every time they provide a new service!
When a partnership provides a service.
When a small Ltd company provides a service. 3 or less directors (from AP 12/5)
An ESS must be done prior to service and an order must be raised.
We will shortly be going to ‘no order – no payment’ for everything except VAT/DISubcontract grids. As we need to do an ESS for every time they provide a service.
Who does them?
Engager or someone who knows what, when, how etc. NOT the person doing the work. Send them back or ask for a new one!
We can help them complete. MS initially then senior staff.
FINCE want them signed off by HoS or School Manager. This is currently the only option…
ESS results must be sent to us.
MS/CO review ALL before PO raised, give advice, action
Actions
If an ESS is employee then it’s up to the local/School HR to sort with the School. If an invoice has already been received we will send a standard letter and then inform local/School HR to resolve. MS/CO to action post result.
If ESS is self-employed or out of scope, signed off properly and been reviewed (for inappropriate answers) then raise PO. Attached ESS to PO like we do with waivers. If supplier needs setting up then also include ESS with New Supplier form.
If ESS is under IR35 legislation then send the standard letter, we may need to send a dummy PO or ‘lite contract’. We are going to ask for the invoice to come here in the letter and include the IR35 payroll set-up letter. Once invoice returns pass to Salaries for IR35 payroll. MS/CO to action post result.
If ESS is unable to determine then we go in a bit of a stalemate situation. Speak to MS. We may have to refer the engager to Sian Williams (Salaries). Initially we act as go-between. Once resolved then once of the above.
Martyn Struebig
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