West London Jobs Guarantee.

I confirm that I am authorised to complete this declaration on behalf of the organisation named in this form.

On behalf of the organisation, I confirm and agree that:

1. Organisation and Legal Compliance

• The information provided in the declaration form is complete and accurate.

• The organisation will comply with all applicable employment, equality, health and safety, data protection, safeguarding, tax, National Insurance and pension requirements.

• The organisation has appropriate health and safety and human resources policies and procedures in place and will maintain them throughout its participation.

• The organisation maintains appropriate insurance for its business and for its involvement in the Jobs Guarantee.

• There is no compliance, regulatory or enforcement action affecting the organisation that could create a risk to participants, programme delivery or the reputation of the Department for Work and Pensions or the West London Jobs Guarantee.

• The organisation has appropriate procedures to identify and manage actual or potential conflicts of interest.

2. Genuine and Additional Employment

• Every Jobs Guarantee role offered by the organisation is a genuine vacancy providing regular and meaningful work.

• A Jobs Guarantee placement will not displace an existing employee, worker, apprentice or contractor.

• It will not reduce, or negatively affect, the working hours or available work of existing staff, apprentices, workers or contractors.

• The organisation will not use a Jobs Guarantee participant to replace a role made redundant or to avoid recruiting through its usual workforce arrangements.

• The participant will be treated fairly and no less favourably than other employees undertaking similar work with similar experience.

• The role will carry the same expectations for development and improvement as equivalent roles filled outside the programme.

3. Hours, Duration and Location

• The role will normally provide at least 25 hours of paid work per week, unless a lower number of hours has been specifically approved for the participant by the relevant authority.

• The placement will last for the required funded term of not less than five months and not more than six months, subject to any alternative term agreed where a participant is completing the remainder of an earlier Jobs Guarantee placement.

• The role will be based in Great Britain.

• The vacancy information, work location and working arrangements provided by the organisation are accurate.

• The organisation understands that participant suitability will include travel considerations, and the normal requirement is that the job is commutable within 90 minutes of the participant’s home unless an alternative is specifically agreed.

4. Pay, Payroll and Employment Status

• The participant will be directly employed by the organisation and will work under its day-to-day direction and control.

• The participant will receive a written employment contract or written statement of employment particulars.

• The organisation will operate PAYE and make all required employer National Insurance contributions.

• The organisation will meet its employer pension duties and make the legally required employer contributions where applicable.

• The participant will be paid at least the National Minimum Wage, National Living Wage or applicable apprenticeship minimum wage for their age and circumstances.

• The participant will be paid at the organisation’s normal rate for the same or a similar job where that rate is higher.

• The participant will be paid with the same frequency as equivalent employees or other new starters.

• The organisation understands that Jobs Guarantee wage reimbursement is limited to the applicable legal minimum wage, associated employer National Insurance contributions and minimum employer pension contributions, for up to 25 hours per week and the required funded term.

• Any pay, hours or pension contribution above the reimbursable amount will be met by the organisation.

5. Meaningful Work, Training and Development

• The participant will undertake regular and meaningful work that enables them to develop skills relevant to sustainable employment.

• Training will support the participant to perform and develop in the role and will not be used as a substitute for meaningful work.

• The role will not require extensive classroom or online training before the employment begins.

• For a non-apprenticeship role, classroom or online training will not account for more than 20% of the participant’s contracted hours.

• The participant will receive an appropriate workplace induction.

• A named supervisor will be available to provide suitable day-to-day supervision, support and feedback.

• The organisation will make reasonable efforts to develop the skills, knowledge and behaviours required for successful performance in the role.

6. Participant Support

• The organisation will work collaboratively with the West London Jobs Guarantee delivery team to support the participant throughout their employment.

• The participant will be given sufficient time during working hours to access agreed wraparound support.

• The organisation will respond reasonably to contact from the delivery team concerning the participant’s onboarding, support, attendance, progress and employment.

• The organisation will promptly raise concerns that could affect the participant’s safety, wellbeing, attendance, performance or ability to remain in employment.

• Appropriate safeguarding arrangements will be maintained, and staff supervising the participant will understand their safeguarding responsibilities.

7. Participant Numbers and Permitted Ratio

• The organisation will not employ more Jobs Guarantee participants at the same time than permitted by its number of permanent employees.

• The employee number provided in this form is accurate.

• The organisation will notify the West London Jobs Guarantee team before taking on further participants if its permanent workforce size changes.

The permitted limits are:

• 1 to 3 permanent employees: maximum of one Jobs Guarantee participant at any one time.

• 4 to 9 permanent employees: maximum of two participants at any one time.

• 10 to 49 permanent employees: the lower of one participant for every four full-time employees or six participants.

• 50 to 249 permanent employees: the lower of one participant for every seven full-time employees or 25 participants.

• 250 or more permanent employees: one participant for every nine full-time employees.

8. Funding and Duplicate Funding

• The organisation and its related organisations have not received, and will not receive, more than £25 million in aggregate from the National Jobs Guarantee Scheme, Jobs Guarantee Pilot and Youth Grant during the relevant period.

• The relevant period is the current financial year and the two preceding financial years taken together.

• The organisation will disclose any other grant, subsidy or public funding received or offered for the same employment, wage, equipment, training or onboarding cost.

• The organisation will not claim or accept reimbursement for a cost that has already been funded, or could properly be funded, through another public funding source.

• Where the role is an apprenticeship, the organisation will disclose funding available under apprenticeship funding arrangements.

• The organisation understands that duplicate funding is prohibited and may lead to funding being withheld or recovered.

9. Onboarding Costs

• Any onboarding-cost claim will relate directly to an identified participant who has accepted a Jobs Guarantee job offer.

• The organisation will provide evidence of the cost and payment when requested.

• The organisation will make reasonable efforts to reallocate purchases or obtain a refund if the participant does not start the role.

• Only one onboarding-cost claim will be made per participant with the organisation.

• The organisation will not claim for general business equipment, expenditure unrelated to the participant, or equipment that is not for the participant’s sole use.

• The organisation will not claim for costs covered, or which should reasonably be covered, by statutory employer duties, Access to Work, apprenticeship funding or another funding stream.

• The organisation will not claim more than once for the same cost.

10. Evidence and Records

• The organisation will keep accurate payroll, attendance and employment records for each participant.

• On request, it will provide evidence of:

  • the participant’s employment and contracted hours;

  • hours worked;

  • gross pay and employer wage costs;

  • PAYE, employer National Insurance and applicable pension contributions;

  • payslips or equivalent wage evidence;

  • eligible onboarding expenditure;

  • the work, supervision, support and training provided; and

  • continuing compliance with the programme requirements.

• The organisation will retain invoices, receipts, accounting records, payroll records, correspondence and other documents relating to the programme for the required retention period.

• Records relating to funded activities will be retained for the programme term and for six years after the term ends.

• The organisation will make records available to the West London Jobs Guarantee team, the Department for Work and Pensions or authorised auditors when properly requested.

11. Monitoring, Access and Compliance Checks

• The organisation will cooperate with monitoring, evaluation, assurance activity, audits and Employer Compliance Spot Checks.

• It will provide reasonable access to relevant personnel, premises, records and information needed to verify compliance.

• It will participate in checks conducted in person, by telephone or by video call as determined by the delivery organisation.

• It understands that compliance checks may consider whether:

  • the participant is undertaking safe, acceptable and meaningful work;

  • training is necessary and is not replacing work;

  • appropriate supervision and support are being provided;

  • safeguarding arrangements are appropriate; and

  • the organisation’s onboarding and compliance information remains current.

• The organisation will address agreed corrective actions promptly.

• It understands that serious concerns and significant non-compliance may be reported immediately to the Department for Work and Pensions.

12. Changes and Reportable Concerns

The organisation will notify the West London Jobs Guarantee team promptly if:

• information in your declaration becomes inaccurate;

• the role, hours, pay, location, duties, supervision or employment arrangements change;

• a participant does not start, leaves early or is at risk of leaving;

• the organisation proposes a substantially different type of funded role;

• there is a safeguarding, health and safety, bullying, harassment or discrimination concern;

• there is suspected or actual fraud, theft, bribery, duplicate funding or financial irregularity;

• the organisation becomes subject to a material complaint, claim, audit, regulatory investigation or enforcement action;

• there is a significant change in ownership or management;

• the organisation becomes insolvent or is at risk of insolvency; or

• any event may materially affect the quality, safety or compliance of the placement.

13. Publicity, Information Sharing and Confidentiality

• The organisation understands that information may be shared with the Department for Work and Pensions, participating local authorities, West London Alliance delivery partners, auditors and other authorised organisations for programme administration, assurance, fraud prevention, monitoring and evaluation.

• The organisation will protect confidential and personal information in accordance with applicable law.

• The organisation understands that its name and details of the grant may be shared with the UK Government and may appear on relevant government grant-information systems.

• Where the organisation publicises its involvement in the programme or uses programme branding, it will follow the branding requirements provided to it.

• The organisation will cooperate with reasonable requests relating to programme evaluation, surveys, visits, statistics and case studies, subject to applicable data protection requirements.

14. Complaints and Feedback

• We are committed to providing a high-quality service to employers participating in the West London Jobs Guarantee programme. If you are dissatisfied with any aspect of the programme or support provided, please contact the West London Jobs Guarantee lead: murrayn@ealing.gov.uk .

• We will acknowledge receipt of your complaint within 2 working days and aim to provide a full response within 10 working days. If additional time is required to investigate the matter, we will keep you informed and provide an update on the expected timescale for resolution.

• We welcome feedback and complaints as an opportunity to improve our services and strengthen our partnership with employers.

14. Accuracy and Consequences

I confirm that the information provided in this declaration form is complete and accurate. I will notify the West London Jobs Guarantee team promptly if the information changes or if the organisation can no longer comply with any commitment in this declaration.

I understand that this declaration will be relied upon when determining the organisation’s eligibility to participate in the programme and receive grant-funded reimbursement.

I understand that false, misleading, inaccurate or incomplete information, duplicate funding, ineligible expenditure or failure to comply with the programme requirements may result in payments being withheld, suspended or recovered. This may include recovery of the whole or part of the grant received, together with any applicable costs or interest.