West London Jobs Guarantee.

Before any reimbursement can be made, your organisation must be registered as a supplier with the West London Alliance.

What you need to do

Within 10 working days of receiving confirmation that your organisation has been approved to participate in the West London Jobs Guarantee Scheme, you must:

1.        Complete the West London Jobs Guarantee Supplier Registration Form.

2.        Provide the bank verification documents requested within the form.

3.        Email both documents to: EmployerSetup@ealing.gov.uk

4.        Use the subject line: Jobs Guarantee supplier registration – [Organisation Name]

Example: Jobs Guarantee supplier registration – ABC Charity

Please note

If your organisation's bank details change during programme delivery, you must submit an updated Supplier Registration Form together with the required supporting evidence before payment details can be amended.

What happens next?

Ealing Council will review your documentation and create your supplier record.

As part of Ealing's supplier set-up process, new suppliers may receive a call to verify their bank details before approval. Please note that this call may come from a private or withheld number, and suppliers should be prepared to confirm their details when contacted

Once registration has been completed, you will receive written confirmation.

Payments cannot be made until supplier registration has been completed successfully.

Once a vacancy has been matched to a Jobs Guarantee participant and a start date has been agreed, employers must notify the programme so that participant records can be updated and reimbursement arrangements can be put in place.

What you need to do

As soon as a participant starts employment, please complete the Jobs Guarantee Starter and Change Notification Form: Jobs Guarantee Employer Notification Form – Fill in form

 The form should be used to confirm:

• Participant name

• Employment start date

• Job title

• Contracted hours

• Hourly pay rate

• Payroll frequency

• Whether the participant is enrolled into a workplace pension scheme

Reporting Changes

The same form should also be used throughout the funded employment period to notify WLA of any changes, including:

• Changes to contracted hours

• Changes to hourly pay rates

• Changes to pension arrangements

• Changes to payroll arrangements

• Participant resignation

• Participant dismissal

• Participant absence impacting employment

• Early termination of employment

• Any other material change impacting the placement

Why this information is important

WLA and DWP use information provided by employers together with HMRC Real Time Information (RTI) data to:

• Monitor participant employment.

• Calculate reimbursement accurately.

• Reconcile programme records.

• Prevent overpayments and underpayments.

• Ensure compliance with Jobs Guarantee funding rules.

Failure to notify WLA of relevant changes may result in delays to reimbursement or incorrect payments.

What Happens Next?

Once the form has been submitted:

WLA will update programme records.

The participant will be included within the Jobs Guarantee reimbursement process.

Any changes reported during the placement will be reviewed and reflected within programme records.

Employers may claim up to £250 per participant towards eligible onboarding costs.

The onboarding allowance becomes available when a participant starts their funded employment.

Each participant recruited through the programme may attract a separate onboarding allowance.

Eligible onboarding costs

Examples include:

• Uniforms

• Personal Protective Equipment (PPE)

• Essential work equipment

• Mandatory pre-employment checks

• Mandatory training required before employment starts

• Other approved onboarding costs

How to submit an onboarding cost claim

Please email all claim documentation to: EmployerPayment@ealing.gov.uk

Subject:  Jobs Guarantee onboarding costs – [Organisation Name]

Example: Jobs Guarantee onboarding costs – ABC Charity

The email should contain: Participant/s name/s  

Documents required

Please provide evidence of expenditure such as:

• Supplier invoices

• Receipts

• Proof of purchase

• Training invoices

• Equipment invoices

Ealing Council may request additional evidence where required.

What happens next?

Ealing Council will validate the evidence and the expenditure and issue a PO with instructions to follow for payment.

Important

• A maximum of £250 may be claimed for each participant.

• Claims must relate directly to supporting the participant to commence employment.

• Only actual expenditure incurred may be claimed.

• Costs must be supported by appropriate evidence.

• Ealing Council may request additional information before approving reimbursement.

To help employers understand the support available, Ealing Council has developed a Jobs Guarantee Reimbursement Calculator.

The calculator allows employers to estimate:

• Wage reimbursement

• Employer National Insurance reimbursement

• Employer pension reimbursement

• Funding limits

The Jobs Guarantee Scheme reimburses:

• Up to 25 hours per week

• Up to 26 weeks of funded employment

• Up to the applicable National Minimum Wage (NMW), National Living Wage (NLW) or Apprenticeship Minimum Wage (AMW)

• Eligible employer National Insurance contributions

• Eligible minimum employer pension contributions

Any salary costs above the scheme funding limits remain the responsibility of the employer.

This includes:

• Higher hourly pay rates

• Overtime payments

• Bonus payments

• Commission payments

• Enhanced pension contributions

Employer responsibilities

Employers participating in the programme must:

• Operate payroll correctly.

• Pay participants through payroll.

• Submit accurate and timely HMRC Real Time Information (RTI) returns.

• Notify their Employer Engagement Officer promptly of any changes affecting employment.

• Retain payroll records and supporting documentation for audit purposes.

Failure to submit payroll information accurately or on time may result in delays to reimbursement.

How reimbursement is calculated

Wage reimbursement is determined through DWP's validation process using:

• HMRC Real Time Information (RTI) earnings data.

• Participant employment information provided through the programme.

• Jobs Guarantee funding rules and salary ceilings.

Where actual earnings are below the salary ceiling

This may occur where:

• The participant works fewer hours than expected.

• The participant starts employment part way through a payroll period.

• The participant leaves employment part way through a payroll period.

• The participant takes unpaid leave.

In these circumstances, reimbursement will reflect the lower earnings identified through RTI together with eligible employer National Insurance and pension contributions.

Where actual earnings meet or exceed the salary ceiling

This may occur where:

• The employer pays a higher hourly rate than the funded rate.

• The participant works additional hours.

• The participant receives bonuses, commission or other additional earnings.

In these circumstances, reimbursement will be capped at the applicable salary ceiling together with eligible employer National Insurance and pension contributions.

Any costs above the funding ceiling remain the responsibility of the employer.

Employer cash flow requirements

Jobs Guarantee reimbursement is paid retrospectively following validation of earnings information through HMRC and DWP systems, approximately 8 weeks from calendar month end.

Employers must therefore ensure they have sufficient cash flow to:

• Pay participant wages through their normal payroll arrangements.

• Meet employer National Insurance obligations.

• Meet employer pension obligations.

• Support participants throughout the funded employment period pending reimbursement.

The programme should not be relied upon to provide upfront funding for payroll costs.

Although wage reimbursement is calculated using HMRC RTI data, employers are required to provide payroll evidence to support programme monitoring, audit, compliance and reconciliation activities.

Documents required:

 Participant payslip(s)

Payslips should clearly show:

• Participant name

• Payroll period

• Gross pay

• Employer National Insurance contribution (where displayed)

• Employer pension contribution (where displayed)

Submission details

Please email payslip/s by the 15th of each month to: EmployerPayment@ealing.gov.uk

Subject: Jobs Guarantee payslips – [Organisation Name]

Example: Jobs Guarantee payslips – ABC Charity

What happens next?

Once the payslip has been emailed you will receive a link to a monthly Employer Declaration Form, which is required each month regardless of the number of participants employed.

The declaration confirms that:

• The organisation remains eligible to participate in the Jobs Guarantee programme.

• No material changes have occurred affecting programme participation.

• Information submitted is accurate and complete.

Employers with monthly payrolls

Employers operating monthly payrolls should submit the relevant monthly payslip(s) and Employer Declaration Form.

Employers with weekly, fortnightly or four-weekly payrolls

Where alternative payroll cycles are used:

• Only completed payroll periods should be submitted.

• Future payroll periods must not be included.

• Payroll evidence must relate to costs that have already been incurred.

• Remaining payroll periods should be submitted as part of the following month's payroll evidence submission.

What happens next?

Ealing Council will:

• Validate participant employment information.

• Reconcile participant and employer records.

• Review payroll evidence received from employers.

• Reconcile programme data against DWP earnings information.

• Investigate any discrepancies identified.

• Authorise reimbursement payments following receipt of validated funding from DWP.

Where discrepancies are identified, Ealing Council may contact employers for clarification before payment is approved.

Reimbursement payments will be made directly to the bank account provided during supplier registration.

Payments will normally be processed within five working days of:

• Ealing Council receiving the corresponding validated grant payment from DWP; and

• Completion of Ealing Council's internal payment approval processes.

Please note that reimbursement payments may not align exactly with your payroll dates due to the HMRC RTI validation and DWP payment process.

To help ensure prompt payment, please check that:

• Supplier registration has been completed.

• Bank verification documents have been provided.

• Onboarding claims include both an invoice and supporting evidence.

• Payslips have been submitted.

• Employer Declaration Forms have been submitted.

• The correct email subject lines have been used.

• Any requests for additional information have been responded to promptly.

For participant and placement support please contact your assigned employer engagement officer who can help you with:

• Recruitment activity

• Vacancies

• Additional placements

• Participant support needs

• General programme delivery matters

Your employer engagement officer will remain your main point of contact throughout programme delivery.

Payroll, payment and reimbursement queries: EmployerPayment@ealing.gov.uk

Supplier registration queries: EmployerSetup@ealing.gov.uk

General programme queries, feedback or complaints: murrayn@ealing.gov.uk

Thank you for supporting the West London Jobs Guarantee Programme and helping young people across West London access sustainable employment opportunities.