Fees policy

1. Scope

1.1 This policy applies to the following:

• i) External advisors engaged on an ad hoc basis (e.g. validation, annual review)
• ii) External experts used on an ad hoc basis by the Academic Quality Standards Office for audits, reviews, academic development etc
• iii) External examiners four year term of appointment (programme externals)
• iv) External assessors for London College of Music (LCM) exams
• v) External examiners for MPhil/PhD vivas

1.2 External examiners/advisors/experts and assessors for external awards in further education are not directly employed by the University; their “fee” is included in the payment to the external awarding bodies.

1.3 It is the responsibility of Budget Holders to ensure that all agreements with external Examiners/advisors/experts and assessors are in accordance with this policy.

2. Fee rates

2.1 External examiners ad hoc basis

• The University pays a flat rate fee, normally between £100 and£200 depending on the level of work involved and to include preparation and attendance at the event.

2.2 External experts employed through the Academic Quality Standards Office

• The University pays an individually negotiated daily rate dependent upon the work involved.

2.3 External examiners four year term of appointment (programme externals)

• The University annually reviews the amount of work an external is asked to undertake and agrees a fee band as set out below:
  • i) Band A £800 - Between 16 and 20 modules and associated assessments per annum, a high level of specialist expertise, four or more assessment boards, and related reports.
  • ii) Band B £600 - Between 11 and 15 modules and associated assessments per annum, within one or more programmes, up to four assessment boards, and related reports.
  • iii) Band C £450 - Between five and ten modules and associated assessments per annum, up to four assessment boards, and related reports.
  • iv) Band D £250 Less than five modules per annum, low volume of assessments, up to two assessment boards, and related reports.
• It is University policy to review these bands regularly to ensure that they remain comparable against other HEIs.

2.4 External assessors for LCM exams

• Examining - full day £180.00, half day £90.00
• Moderator/trainer - full day £200.00

2.5 External examiners for MPhil/PhD vivas

• The University pays a flat rate fee of £200 to include additional reading and for any minor amendment required.
• The University pays an additional fee of £200 if major amendments are required, whether there is a need for a second viva or not.

3. How to claim

3.1 Claims for fees and expenses are made via using the online MyView system. Paper claims are not accepted. Reimbursement is made monthly through the payroll system.

3.2 Claims should be made within three months of carrying out the work or incurring the expense.

4. Authorisers

4.1 The authoriser certifies that to the best of his/her knowledge and belief the work has been properly carried out and should be paid.

4.2 Authorisers must act reasonably to ensure that all external examiners and assessors are reimbursed promptly and are not left “out of pocket.”

4.3 Claims received by finance that are not correctly authorised or are inconsistent with this policy will be returned to authorisers.

5. Tax issues

5.1 This policy has been prepared to ensure compliance with relevant UK tax legislation.

• i) All fee payments under this policy will be paid after deduction of appropriate PAYE deductions.
• ii) All other payments under this policy will be paid after deduction of basic rate tax and NI in accordance with HMRC regulations.

5.2 P60s for each tax year will be issued by the end of May in the following tax year, enabling external examiners/advisors/experts and assessors to complete their own tax returns and, if appropriate, reclaim tax deducted or account for higher rate tax.