Application for First Bus Annual Ticket To be completed by applicant. The applicant must be employed on a variable hours/casual/open ended contract PLEASE USE BLOCK CAPITALS STAFF NAME: POST HELD: DEPARTMENT: PAYROLL NUMBER: I am currently employed by University of Portsmouth/UPEL* (please delete as applicable). I authorise the deduction of the published charges for annual ticket directly from my monthly salary. My monthly salary exceeds the value of the monthly repayment as shown below. Yes/No (please delete as applicable). If I have answered No to this question, I am required to complete a Direct Debit Instruction and will do so on receipt of my account reference. The Direct Debit instruction can be found at http://www.port.ac.uk/webpay/directdebitoffline I confirm that I am purchasing an annual First Bus ticket from the University of Portsmouth and have the legal obligation to reimburse the University for the full cost of this ticket. I am purchasing the ticket for my personal use. I agree that if I leave the employment of the University during the annual period, the balance of the ticket price will immediately become payable. Where appropriate I authorise the deduction of this amount from my final salary. Signed: Date: On completion this form should be forwarded to: Facilities Manager, Campus Environment, University of Portsmouth, Unit 2, St Andrews Court, Portsmouth PO1 2PR. OFFICE USE ONLY CATEGORY MONTHLY Annual Portsmouth £390.00 £32.50 Annual Hampshire £462.00 £38.50 Effective from (month/year): First Bus Ticket Number: Staff Signed: PAYROLL USE ONLY Queries relating to salary deductions made should be directed to Payroll, University House. Queries relating to Direct Debit payment should be made to the Income Section on ext 3450. The application process for a First Bus Annual Ticket 1. Current staff may apply for this ticket by contacting the Facilities Manager, Campus Environment, Unit 2, St Andrews Court - ext 2808. The Facilities Manager will then make an appointment for the member of Staff to come in and complete the application form above and collect the bus ticket. (Please note we require TWO PASSPORT PHOTOGRAPHS at time of issue). 2. When the member of Staff declares on the application form that their monthly salary exceeds the costs of the monthly repayment, the Facilities Manager will issue the bus ticket and submit the application form to Payroll. The Payroll team will arrange deductions from the next salary on a reducing balance arrangement. Low or irregular salary payments 3. When the salary is less than the monthly repayment (or the salary payments are not made on a regular monthly basis), the Facilities Manager will immediately contact the Income section requesting a COA account to be opened. The Income team will notify the Facilities Manager of the account number (within 24 hours). 4. The Facilities Manager will generate an invoice for the applicant and reference the invoice to payment by Direct Debit instalment. 5. The applicant should complete the Direct Debit instruction (DDI) using the account number shown on the invoice as the Direct Debit reference number. The applicant should immediately pass the DDI to the Income team in University House. As this document contains sensitive information, it is recommended that it is hand delivered. On receipt of same the Income team will validate and pass the DDI to the payer’s bank for approval. This process takes 5 working days. On the 6th working day the Income team will advise the Campus Environment Facilities Manager to release the bus ticket or contact the payer if the bank raises any query regarding the DDI . 6. The Income team will set up a monthly Direct Debit plan and forward a letter (Advance Notice) confirming the instalment and collection dates. The collection date is 4 th of each month. Termination of employment 7. When an employee leaves the University during the validity period of the bus ticket, the Payroll section should immediately notify the Facilities Manager in Campus Environment. Where the outstanding balance of the ticket is less than the final salary, the Payroll department will make the appropriate deduction. 8. When the outstanding balance of the ticket exceeds the final salary, the Payroll section will notify the Facilities Manager in Campus Environment immediately. The Facilities Manager should contact the Income section, requesting a COA account to be opened as in 4 above. On this occasion the account should have a 7 day payment term. The Facilities Manager should then request urgent attention to this action. 9. The Income team will advise the Facilities Manager of the account number and the appropriate invoice will be issued. The Income team will follow normal recovery procedures for collection of the outstanding balance. Queries relating to salary deductions made should be directed to Payroll, University House. Queries relating to Direct Debit payment should be made to the Income Section on ext 3450.