Routes of Engagement

Routes of Engagement tool

Why this tool exists

The Routes of Engagement Tool helps managers and administrators choose the correct way to engage individuals and businesses for work or services at Loughborough University.

Employment status affects pay, rights, tax and benefits. UK law looks at the reality of the working arrangement, not just job titles or past practice. This tool ensures decisions are based on facts rather than assumptions, supporting fairness, compliance and consistency across the University.

The Routes of Engagement Tool supports the University’s commitment to the campus unions to use casual and zero-hours contracts responsibly and fairly. The Tool provides guidance to ensure individuals are engaged appropriately from the outset.

Using the tool helps to:

• Protect individuals’ statutory rights and entitlements
• Ensure compliance with employment and tax law (including intermediaries legislation  IR35)
• Reduce financial, legal and reputational risk
• Promote consistent workforce practice across Schools and Services

The tool must be completed before any work is offered or begins.

University principles

These principles set out how Loughborough University expects the Routes of Engagement Tool to be used and the commitments the University makes when the tool is used correctly.

• Consistency and fairness - The University is committed to using the tool to support consistent, fair and transparent decision-making across all Schools and Services.
• Trust and professional judgement - The tool is mandatory, and hiring managers and administrators will apply the tool honestly and professionally. HR will conduct a yearly audit.
• Legal and regulatory compliance - The University is committed to meeting its obligations under employment law and tax law (including IR35). The tool is a key mechanism for supporting this compliance.
• Support - The University commits to providing advice and support where required.

User commitments

By using the Routes of Engagement Tool, you agree to follow these principles.

• Use the tool before engaging or re-engaging anyone - I will use the tool before offering work, agreeing terms, or allowing an individual to start work or provide services. This includes offering work as a re-engagement where the individual has worked for the University before. Re-engagements can be identified as where they individual has been removed from the HR/Payroll system and where circumstances have changed from their original engagement.
• Reassess if circumstances change - If the nature, duration, duties or working arrangements change during the engagement, I will reassess using the tool.
• Answer honestly and based on facts - I will answer the questions accurately and based on the reality of the engagement, not on preference, convenience or speed.
• Make no assumptions - I will not assume that job titles, historic arrangements or previous payment routes are automatically correct for this engagement.
• Following the outcome and next steps - I will follow the guidance provided by the tool, including referrals to HR, Payroll, Finance, or other services.
• Best interests - I will select the correct route of engagement to protect individuals’ rights, entitlements and tax position, and ensure the appropriate use of casual arrangements.
• Act in the spirit of the tool - I will use the tool to support fair treatment of individuals, compliance, and consistent practice across the University.

Confirmation

By proceeding to use this tool, you confirm that you have read and agree to apply these principles.