Sessional Staff Pay Claims  

Sessional staff are required to send in their pay claims and registers by a deadline set by NNC  payroll, for each month. A list of the payroll deadlines can be seen in the table below. In order to  authorise payment for tutors, we will need to receive both the pay claim, and the relevant  accompanying register. Without the completed register, the payment cannot be authorised.  

Our Business Support and Finance teams deal with hundreds of pay claims every month. This  includes checking the content of each pay claim, the attached register and referencing them both  to our Terms database. If there are any queries with your documentation, you will be informed by  email, and the pay claim will not be processed until the query is resolved, which may lead to pay  deadlines being missed.  

Once all pay claims have been checked by both our Business Support and Finance teams, the  details are sent to NNC payroll who then ensure payment is made on the following pay run.  

In exceptional circumstances we can arrange for an emergency payment to be made. However,  please be aware that by doing this there is a surplus charge for which you may be invoiced. 

Payroll Dates for Staff Submitting Pay Claims  

Please return your pay claim to the Business Support Team by the deadline dates below.  

Month Tutor deadline Pay date  

Aug 22 1 September (Thursday) 23-Sep  

Sept  

22 30 September (Friday) 25-Oct  

Oct 22 1 November (Tuesday) 25-Nov  

Nov 22 24 Nov (Thursday) 16-Dec  

Dec 22 

30 December (Friday) 

25-Jan 

For most employees the payment is made monthly, normally on 25th of the month. However, if the  25th of the month falls at a weekend or on a Bank Holiday, payment will be made on the preceding  working day. In exceptional circumstances, NNC reserves the right to change this date.  

Please note, the process for payment for self-employed tutors is different. Please check  with your curriculum manager for the invoice process if this applies to you. 

Sessional Staff Travel / Mileage  

Hourly paid staff members are not able to claim travelling expenses. Tutors and teaching assistants  can be paid mileage in exceptional circumstances. If you are asked to teach or support a class more  than a 40 mile return journey, from home to the teaching venue, Adult Learning will pay the mileage  for 40 miles only. Payment is agreed in advance of the course and in accordance with the service’s  needs. Claims should be made as soon as possible and in all cases no later than 3 months after  they have occurred.  

Fuel VAT receipts that pre date the mileage claim need to be sent in to your line manager for the  claim to be approved.  

To claim mileage, a form should be completed and sent to the curriculum manager for approval,  which then should be sent to AdultLearningFinance@northnorthants.gov.uk by the 1st of the month.  Please ask your line manager for a mileage form if you are requiring to claim mileage.  

Insurance Documentation  

Please check with your insurance provider if your usage requires you to have business use  insurance. If you are claiming mileage, you will be required to have business use insurance.  

You will, as part of your course offer, be asked to complete a declaration confirming that if, during  your period of employment with NNC, you use your vehicle for business, the vehicle is in roadworthy  condition, you have a valid MOT, road tax, insurance and licence in place and can provide originals  when called upon to do so. Please note that this is NNC policy and procedure and for the purpose  of monitoring and audit we will annually ask a random selection of tutors who have claimed mileage  to produce their documentation.  

Please note that if you are involved in an accident and do not have the appropriate insurance it could  result in your insurance company invalidating your insurance.  

Purchase of Consumable Materials and Resources  

The Adult Learning Service will make a payment to tutors of certain practical subjects for the cost of  materials needed for demonstration purposes only, such as fresh flowers. 

Prior to making a purchase you must contact your curriculum coordinator for discussion and  approval. Claims for approved purchases must be submitted on the ‘Photocopying & Costs Log  Claim Form’ along with your receipt.  

The maximum sum claimable for each course will be dependent on its duration.  

Cookery Maximum Claim Floristry Maximum Claim Up to 6 hrs £25 6 hr course £20 7 to 12 hrs £50 20 hr course £80 

13 to 20 hrs 

£80

If you need to order resources for your course, such as clay, your curriculum coordinator, where ever  possible, will organise the procurement through Business Support. If this is not possible they will  give approval for you to purchase independently.  

All orders must be submitted to Business Support at least 2 weeks prior to the start of the course. 

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Claiming Expenses Process  

To claim expenses, such as purchasing course resources, an expenses claim form needs to be  filled in and emailed to your curriculum manager for approval. The approved form should be  emailed to AdultLearningFinance@northnorthants.gov.uk before the 1st of the month for that  month’s payroll. Please ask your line manager for a copy of the expense form if you do not have  this.  

Claiming Photocopying Expenses  

Please see the section ‘Photocopying and Printing’ for full guidance on the options available,  including where you can print or copy for free. Please note that we encourage sharing resources  with learners electronically where appropriate, which is more environmentally friendly and keeps  costs to a minimum.  

The maximum sum claimable for each course will be dependent on its duration. The sum is based  on 5p for a black and white copy/20p for a colour copy. Please see the table below for details.  

Course Duration Maximum Claim  

2 to 6 hrs £4 

7 to 19 hrs £6 

20 to 29 hrs £8 

30 to 39 hrs  40 to 49 hrs  50 to 59 hrs  60+ hrs  

£11  £13  £16  £18  

Tutors will be required to keep a log of the number of copies per course and submit it, along with an  example of the handout and any relevant receipts. A photocopying claim form should be completed  and sent in with your pay claim (please ask your line manager for this if you don’t have one).  

We reserve the right to share handouts as examples of good practice or to use within training  sessions. 

Payment for Cancelled Courses  

From time to time tutors and teaching assistants are requested to deliver a course which for a  variety of reasons fails to run. 

The policy for payment when a course is cancelled is as follows:  

NNC tutors and teaching assistants  

Course cancelled with more than 2 weeks’ notice – Tutors are paid for one hour preparation to  compensate for the completed and returned course documentation returned such as course  information Sheets (CIS). Teaching Assistants will receive no pay.  

Course cancelled with less than 2 weeks’ notice - tutors can claim payment for two hours  preparation in recognition this will have been completed by then.  

Course cancelled on the day - tutors and teaching assistants can claim up to two hours delivery  time because they will have attended the session and the tutor can claim preparation time for the  length of the session that would have been delivered.  

Tutors who are self employed  

Payment for cancelled courses will depend on the terms and conditions agreed when the self employed tutor was contracted to deliver the work.  

For further details on the cancellation of courses, including how learners are informed, please see  the section ‘About Your Course’.