Transforming Community Employment through Structured Job Support Programs

1. Programme Management Richard Trengrouse, South Birmingham College

2. Administrative Process Objectives: • Simple and easy to use • Minimise risk • Get payments to you in a timely manner

3. This morning will look at… • Pre Appointment Process • In Work Process • Monitoring and Evaluation • Draft Paperwork

4. 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

5. Aims continued • To provide each person who successfully completes with: - reference • record of achievement • They are employees – NOT Trainees

6. 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

7. 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

8. 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

9. 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

10. First Day of Work To 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

11. 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

12. 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

13. Monitoring • Initial Health and Safety Visit • Spot Checks: -meet with employer -meet with employee • Finance Checks • FJF Project File (Check List) • Employee Files

14. 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