VTC Teachers’ Guidance

How to complete your VT Candidate form

VT Candidate (or VTC) is the online new starter form for brand new fractional teachers and re-joiners. Your personal details from the form are uploaded into the HR-Payroll System to create employee records. Once this has been done and your right to work in the UK verified by HR, you can review your contract of employment through VTS, the fractional teachers’ payment system.

Step 1: Receive email invitation to complete VTC application form and click on the hyperlink to open up VTC

Step 2: Log into VTC with your temporary password

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1. Enter your email address.

The address will be the one to which your VTC notification email

was sent

2. Enter your temporary password.

You can find this on your VTC notification email.

3. Click “login”

1. Write down or copy the temporary password

2. Click on the link to open VTC

VTC Teachers’ Guidance

Step 3: Change your temporary VTC password

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1. Create a new password for VTC and enter it in both

fields

2. Click “OK”

Note: your new password must comply with these rules Be 8 characters

Have at least 1 CAPITAL letter Have at least 1 number

Have at least 1 symbol or alpha-numeric character (e.g. *, ?, #, ! etc)

VTC Teachers’ Guidance

Step 4: Select a section to complete in the VTC home page

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Click on a section such as “Personal Details” to open up the page and

complete it

Useful links including VT

guidance

VTC Teachers’ Guidance

Step 5: Complete the Personal Details page, click “Ok” and then “Next”

Please enter your name as it appears on your passport for HMRC reporting reasons: you can use the “Known As” field to record the name you like to be known by:

o Example, if your name on your passport is Alexander Nicols but you are known as Sandy, enter your forename as “Alexander” and your known as name as “Sandy”.

Enter a UK address if possible If you don’t have an NI [National Insurance] number, you will need to apply for one

as soon as possible for tax reasons; click on the link to find out more.

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1. Complete the fields on

this page

“*” indicates mandatory fields you

must complete

Click on arrows like

this to use a ‘drop-down’

menu to complete a

field

Click on “I” icons to see help text

Help text

2. Click “Ok” to save your information

3. Click “Next” to complete

the next page of the VTC

form

Click “Home” to return to

the VTC home page

VTC Teachers’ Guidance

Step 6: Confirm you have carried out your right to work checks and if applicable, completed the Tier 4 visa declaration form, click “Ok” and then “Next”

We cannot employ you until we have evidence of your right to work in the UK Please do not complete this page or the VTC form if you have not carried out your

right to work check: log out, make arrangements for your check to be done with your employing department and then complete the VTC application form.

When you have completed your VTC application form, your employing department will submit your copies of right to work documents to HR for verification

Only when HR have verified your documents and created your employee record, can you receive your employment contract

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3. Tier 4 students only: read and tick the radio button if you have completed the Tier 4

Declaration form

1. Read the information

2. Confirm that you

have provided

your right to work

documents and if

applicable, if you have a Tier 4 visa

4. Click “Ok” to save your information

5. Click “Next” to complete

the next page of the VTC

form

This additional question will only appear if you have clicked the box to confirm you have a Tier 4 (General) Student visa

VTC Teachers’ Guidance

Step 7: Complete your emergency contact details, click “Ok” and then “Next”

Step 8: Complete the New Starter Declaration form, click “Ok” and then “Next”

The information you supply on this page will be used to determine your tax code.

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1. Complete the fields on this page to provide us with someone we can

contact on your behalf in the event of an

emergency

Note: you can provide/update two

contact details on MyView after you start work.

2. Click “Ok” to save your information

3. Click “Next” to complete the next page of the VTC form

3. Click “Next” to complete the next page of the VTC form

2. Click “Ok” to save your information

1. Click on the circle which applies to you

If you have left a job prior to starting at SOAS and been

given a P45, please tick here

If you don’t have a P45, please click on the cicle

which applies to you

VTC Teachers’ Guidance

Step 9: Please complete the UK student loans questions, click “Ok” and “Next”

SOAS has to make salary deductions where former UK students have loans to repay and they are not already re-paying (or have already re-paid) their loan.

Please complete this section so we know what arrangements to make about student loans on your behalf

You will have to answer additional questions if you tick Yes to the following questions:

o Have you a left a UK higher education course & have a student loan to repayo Do you have a UK postgraduate student loan which is not fully repaid?

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3. Click “Ok” to save your

information

4. Click “Next” to complete the next page of the VTC form

1. Click Yes or No to indicate ate you have a UK

undergraduate student loan to repay.

Additional questions for those with UK

undergraduate loans to repay:

Click on the word “here” if you are

unsure which Repayment plan

your loan falls under or for guidance on

Postgraduate loans

2. Click Yes or No to indicate if you have a UK postgraduate loan

to repay

Additional questions only for those with UK postgraduate

loans to repay

VTC Teachers’ Guidance

Step 10: Provide your UK bank account information, click “OK” and “Next”

Please provide your UK bank account details so we can make salary payments to you.

We will be unable to pay you by cheque or into an overseas bank account. You can update your bank account details on MyView, the HR Self-Service system

at any time after starting work.

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If you don’t have UK bank account, click

here

A warning message will

appear confirming you

will need to provide these in order to get

paid

1. Enter your UK bank account

information

3. Click “Next” to complete the next page of the VTC form

2. Click “Ok” to save your information

Email the Payroll & Operations team at fractionals-

payroll@soas.ac.uk with your UK bank account details OR

log into MyView to update these details once you have

started work

VTC Teachers’ Guidance

Step 11: Read and complete the pension statements before clicking “Ok” and “Next”

All teachers automatically join the USS pension scheme unless they opt out.

Pension contributions will be deducted from your salary; SOAS will also make contributions on your behalf.

If you wish to opt out: You must do so within 90 days of starting work You will need to complete an opt-out form which must be dated after you start work The form needs to be received by the Payroll & Pensions section as soon as

possible.

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1. Read the pensions

statements

2. Click the boxes to

confirm you have read and understood the

pension statements

3. Click “Ok” to save your information

4. Click “Next” to complete the next page of the VTC form

VTC Teachers’ Guidance

Step 12: Provide your HESA details, click “Ok” and “Next”

SOAS has to provide staff data to the Higher Education Statistics Agency; please complete this section to help us provide accurate information about your qualifications and past employment.

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1. Use the drop down menus to

provide your HESA data

2. Click “Ok” to save your information

3. Click “Next” to complete the next page of the VTC form

HESA records over

1500 academic discipline

categories: to make the

form easier to use, we’ve

selected the ones most relevant to

SOAS.

Please select the one most

relevant to you.

You can select from

the full HESA list on

MyView

VTC Teachers’ Guidance

Step 14: Complete your equality monitoring data, click OK and then next.

SOAS uses this information to help us monitor the implementation of our policies and carry out impact assessments on how the policies affect groups of staff with protected characteristics

Equality monitoring data is stored confidentially in the HR-Payroll System, ResourceLink and will be deleted from VTC

You can update your equality monitoring information online at MyView, once you start work.

Many categories have a “prefer not to say option” if you do not wish to provide information: however, where SOAS has limited information for protected groups (such as disabled staff, LGBTQ employees), we have difficulty carrying out impact assessments of policies such as recruitment or promotions procedures for these groups.

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3. Click “Next” to return to the

home page

If you have a disability, please read these statements about adjustments to your role/workplace and

evacuation plans (PEEPs)

These additional

questions will only appear if

you have stated you

have a disability

1. Use the drop down selection

menus to provide your

equality monitoring information

2. Click “Ok” to save your data

Remember to click on the help text if you are unsure

how to respond to questions

VTC Teachers’ Guidance

Step 15: Click “Finish” to complete your form

Warning: once you have finished your VTC form, you will not be able to log back into VTC to make further changes.

Once your employee record has been created and you have started work, you can change personal data (bank details, emergency contact, equality data, HESA) via MyView.

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Click “Finish”

When you have completed a section, ticks will appear in

the “Completed” column

VTC Teachers’ Guidance

Step 16: Tick the box to confirm the information supplied is accurate, then click “Submit”

Step 19: Click “Ok”

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2. Click “Submit”

1. Tick the box to complete the declaration that the information

you have supplied is correct

Click “Ok”