VAM payroll and Holiday Pay
Individuals on the VAM payroll are split into 2 main categories:


CASUALS (Also known as a 98 post and on Post Number 99401) and
PROFESSIONAL FEES (Also known as a 97 post and on Post Number 99000)
(Part time teachers are also paid on the VAM payroll but will be dealt with separately)
This split is necessary because, following auto-enrolment, we need to identify for which pension
scheme employees are eligible:


If they are not undertaking any academic work and will be paid at level FA4 or below
(currently less than £12.80 per hour) then they will be set up as CASUAL and therefore be
eligible for the UPS Heritage DC scheme
If they are carrying out either non-academic work at level FA5 or above (currently £12.80 or
more per hour), or any academic work then they will be set up as PROFESSIONAL FEES and
therefore be eligible for USS.
It is envisaged that, in general, people on CASUAL posts will be paid on an hourly basis on element
006 (basic hours) and that any holiday would be paid on element 131 (Casual holiday pay). Both 006
and 131 map to the SAP GL code 205101, Casual Wages: Basic Pay.
Similarly, it is envisaged that, in general, people on PROFESSIONAL FEES posts will be paid either for
specific services such as marking (030), invigilation (031), assessment (332), demonstration (302)
(see end of document for full list) or for a specific piece of work (319) and that any holiday would be
paid as a cash amount (based on their fee) on element 331 (VAM holiday pay (Cash)). All the above
elements map to SAP GL codes in the range 2100/2101 Fees/Fee for Academic Services.
However, some people on PROFESSIONAL FEES posts are being paid on element 006. To maintain
the integrity of the GL codes you should either;


Pay holiday pay on element 131 or
Amend the element to 319 (or another specific element) & pay holiday pay on element 331
In general therefore the following should apply:
Grade
CASUAL
PROFESSIONAL
FEE
CASUAL
Post
type
98
97
98
Pay
006
006
Holiday
Pay
131
131
Notes
But consider whether another element
would be more appropriate
Other
331
elements
PROFESSIONAL
97
Other
331
FEE
elements
Note: It is possible that some people will have both a 97 and a 98 post depending upon the type of
work they are doing.
Batch Worksheets
The format of PSE means that elements paid at:
 an hourly rate need columns specifying the rate and the number of hours
 a cash sum only require a column specifying the total amount
Therefore, casual holiday pay (131) needs rate and hours. If you have already calculated the total
sum payable, the number of hours can be entered as 1 and the rate as the total to be paid.
Batch Worksheet Types
 Hourly – e.g. element 006
 Hourly Holiday Pay – element 131 only (i.e. only payments in conjunction with 006)
 Tier 4 payments – a separate worksheet is required since we are obliged to record the
number of hours worked per week
 Cash – all payments for a given cash sum, including holiday (331)
Common errors
 Divide the total sum (a) by 1.1207 to calculate the amount excluding holiday pay (b).
Holiday pay =a-b. (Do NOT multiply the total sum (a) by 12.07 to calculate holiday pay)
 All payments should also have a portion of holiday pay. If several payments are being made,
this can be rolled up into one total holiday pay.
 Invalid cost collectors – cost collector must be correct length and valid
 Incorrect formatting of university number – no leading spaces
Common Elements to be used on VAM Batch Worksheets
BWS Hourly Element Description For Information: Matching Holiday Pay Element
006
Basic Hours
131
BWS Hourly Holiday Pay Element Description
Matching Holiday Pay Element
131
Casual Holiday Pay
N/A
BWS Tier 4 Element Description
Matching Holiday Pay Element
337
Tier 4 Teaching/Research
331
338
Tier 4 Non-academic
BWS Cash Element
030
031
034
035
036
040
143
302
311
313
318
319
332
333
335
331
Description
Matching Holiday Pay Element
Script Marking
Exam Invigilation
Lecture Fee
External Consultancy
Ad hoc Teaching Fee
Temp PT Teaching
On-Line Tutor
Demonstration
331
Open Studies Fee
Open Day Guide
Transcription
Fee
Assessment
Tuition/Training
Supervision
Holiday Pay (cash)
N/A