KID Staff Training Memo

Purpose

As part of the REC Audited Education accreditation process, Class People has reviewed and updated its procedures relating to Key Information Documents (KIDs).

All consultants, compliance staff and managers involved in registration, onboarding, engagement or placement must understand and follow the requirements below.

1. What is a KID?

A Key Information Document is a statutory document that provides a prospective temporary worker with clear information about:

• how they will be engaged and paid;

• the identity of the relevant employer, umbrella company or payer;

• the deductions, fees and costs that may apply;

• holiday entitlement and holiday pay;

• pension arrangements and non-monetary benefits; and

• the relationship between Class People, the worker and any umbrella company.

The KID must be a separate document from the Terms of Engagement and registration documentation.

2. Class People's engagement model

Class People does not offer temporary workers a direct PAYE engagement option.

Because Class People agrees Terms of Engagement directly with prospective temporary workers, each work-seeker must nevertheless receive a completed PAYE KID for comparison, together with a completed KID for every approved umbrella provider, before any terms are agreed or work-finding services are provided.

The PAYE KID is provided for transparency and comparison only. It does not represent an offer by Class People to engage the worker through direct PAYE.

3. Responsibility for issuing KIDs

Class People is responsible for issuing every KID directly to the work-seeker. This responsibility cannot be delegated to an umbrella company or any other third party.

4. Initial issue process

When a work-seeker first contacts Class People or requests to register, the consultant must send, as separate documents:

• a completed Class People PAYE KID for comparison; and

• a completed and current KID for each approved umbrella provider on the Class People panel.

The current approved umbrella providers are Class People Pay, I4 Pay Partners, New Red Planet and Numbermill. If the approved panel changes, the KID pack and this memo must be updated before the new provider is offered.

All KIDs must be issued before the work-seeker selects or registers with an umbrella company, before terms are agreed and before Class People undertakes work-finding services.

The work-seeker must be given an opportunity to review and compare the KIDs before selecting their preferred umbrella provider.

5. Recording and evidence

The consultant must record and retain:

• the date the KID pack was issued;

• the version of each KID issued;

• the method of issue;

• the KIDs included in the pack; and

• the umbrella provider subsequently selected by the work-seeker.

A copy of the covering email and each KID issued must be stored in the Notes and Attachments section of the work-seeker's Salesforce candidate record.

No worker may be supplied until the KID pack has been issued and recorded and the KID relevant to the selected arrangement is current.

6. Changes and reissue

A new or updated KID must be issued before a change takes effect where:

• the worker changes umbrella company;

• the identity of the employer or payer changes;

• the umbrella margin, deductions, fees or DBS charge changes;

• pay frequency, holiday pay, pension or benefits information changes;

• the representative pay example changes materially; or

• any other information in the KID is no longer accurate.

The previous KID must remain on file, the revised KID and evidence of issue must be saved in Salesforce, and the date, version and reason for reissue must be recorded.

A worker must not start or continue under the changed arrangement until the updated KID has been issued.

7. Compliance checks and training

Managers and compliance staff will carry out periodic file checks to confirm that the correct KIDs were issued at the correct time and that the evidence is retained in Salesforce.

Existing staff must receive this training when the revised process is approved. New starters must receive it during induction, with periodic refresher training thereafter.

Any failure to follow the process must be escalated immediately to the relevant manager and Compliance Team.

Staff confirmation

I confirm that I have read and understood this memo and will comply with the KID process.

Name: __________________________________________

Signature: _______________________________________

Date: ___________________________________________