Please refer to the University’s new webpages on working remotely.
For questions around workstation (DSE) guidance, please refer to our new guidance.
Can I claim for any of the costs for working at home during the Covid-19 crisis?
Whilst you are required to work from home, you are able to claim tax relief from HMRC.
You can claim this tax relief for some of the bills you have to pay because you have to work at home on a regular basis.
Once the Covid-19 crisis ends, you will not be able to continue to claim tax relief if you choose to work from home.
What can I claim for?
You can only claim for things to do with your work, for example, business telephone calls or the extra cost of gas and electricity.
You cannot claim for things that you use for both private and business use, for example, rent or broadband access.
How much can I claim?
For most people the additional cost will be gas and electricity, yet apportioning these costs is tough. So instead you can, simply, claim at a standard rate. This is £6 a week (£26 a month) from 6 April 2020 and £4 a week (£18 a month) before 6 April 2020.
The impact of a £6 per week claim is the tax savings. It is a gain of £1.20 per week (about £62 per year) for basic 20% rate taxpayers (and higher for 40% rate taxpayers).
If you believe you have higher increased costs then you can claim more, but you will need evidence of the cost increases.
How do I claim the tax relief?
If you normally do a self-assessment form, you can claim on it.
You claim retrospectively on expenses that you have had. So, it may be best to wait until you're back on campus or your normal place of work (or a few months anyway) then make the whole claim at once. Your tax code will likely be adjusted so that you pay less tax over the year, as opposed to you getting a direct refund.
On the P87 form you will be asked for your employer's name and PAYE reference (which you can find on your payslip or P60), and your job title. For postal P87s, you'll also need your national insurance number.
The key section for filling in is titled 'Using your home as an office' (pictured below). Assuming you're not eligible for tax relief on other work-related expenses then leave them blank.
In the online form, there are two boxes:
- 'Amount paid by you'. Provided you have had increased costs, just put a total amount that's equivalent to £6 per week for the period you've been working from home since 6 April 2020 (or £4 a week before 6 April 2020). You won't need to show receipts.
- 'Amount paid to you by your employer'. In most cases you would just put £0 because Queen Mary doesn’t provide a homeworking allowance. However you should declare any approved expenses such as essential business calls made using your home telephone.
If you're claiming through the postal form, you'll need to add a 'Using your home as an office' expense manually in the 'Other expenses' section.
How can we record absence due to Covid-19 or absence due to symptoms of Covid-19?
MyHR has been updated to enable sickness absence for Coronavirus to be recorded against the Sickness Reason Code ‘COVID19’ and then categorised as ‘Confirmed’ or ‘Unconfirmed / Displaying Symptoms’.
- ‘Confirmed’ should be used where a member of staff has tested positive for COVID19 and is off sick as a result.
- ‘Unconfirmed / Displaying Symptoms’ should be used where a member of staff is off sick as a result of symptoms of COVID19 but has not been tested to confirm.
In either case, please also email email@example.com to notify them of this absence.
Also, please notify firstname.lastname@example.org if a member of staff is self-isolating, even if symptoms are mild and they are working as normal and not ‘off sick’.
Sickness absence for reasons unrelated to Covid-19, should continue to be managed in the normal way, including the line manager recording the absence on MyHR.
Will absence due to self-isolation or coronavirus trigger a sickness absence review?
Absence due to self-isolation or coronavirus will be excluded from sickness absence triggers. Please see the Attendance Policy for further details.
What is the process for reporting non-attendance due to coronavirus?
If you need to self-isolate due to coronavirus, let your line manager know and also email email@example.com.
If you do not have symptoms, your absence will be treated as special paid leave.
If you have symptoms of the coronavirus, your absence will be treated as sickness absence and the University’s standard sickness absence reporting procedure will apply. Please see the Attendance Policy for further details. You should follow the Public Health England guidance for self-isolating at home.
I am pregnant. When should I inform my line manager?
We recommend that staff who become pregnant during the COVID-19 pandemic inform their line manager as soon as they become aware that they are pregnant to ensure a risk assessment is completely as soon as possible.
Should I arrange a risk assessment?
Expectant mothers at all stages of pregnancy are regarded as being at risk. All pregnant staff should therefore complete a risk assessment. This is sent to the occupational health service who will assess to ensure sufficient systems are put in place to protect the pregnant staff member. OH will then contact the staff member if required.
Should I continue to attend regular antenatal appointments?
Yes, the NHS advise that provided you are well it is important to attend all routine appointments. If you do feel unwell, you are advised to consult your community midwife in order to postpone your visits for the time being.
I am a clinical member of staff. Is there anything else I need to consider?
Pregnant staff who are employed on a clinical basis are advised to consult specific guidance developed by the Royal College of Obstetricians and Gynaecologists, Royal College of Midwives and Faculty of Occupational Medicine, which will be especially helpful to expectant mothers where the following circumstances apply:
- Clinical staff at the pre-28 weeks stage concerned about working in patient centred roles;
- Clinical staff at the pre-28 weeks stage who opt to continue providing patient centred care, and
- Clinical staff at the post-28 weeks stage with long term health conditions.
Where can I get further information?
In addition to the guidance referred to above, the Royal College of Obstetricians and Gynaecologists have also developed a set of frequently asked questions covering all aspects of coronavirus and pregnancy.
How do I get a letter which confirms that I am a critical worker?
Staff in universities who are involved in research, education, support of those activities and support for students and staff who need to work, study or live on our campuses classify as critical workers. This includes catering, cleaning, maintenance, ITS and security staff, as well as all those working in residences or involved in the provision of libraries and other study spaces, and staff involved directly in the delivery of research and education and the support of these activities. Staff working in the nursery are also included. It applies to all relevant staff, whether or not they are physically attending campus.
The University can provide you with a letter confirming your status as a critical worker if you would like one. If you are working on campus, you may wish to carry this letter with you whilst travelling to and from work along with your Queen Mary ID badge. Your child’s school or college may also request to see it as evidence that you are a critical worker so that your child can attend school or college. If you require a letter please e-mail firstname.lastname@example.org stating your full name, your job title and your department. The letter will then be e-mailed to your Queen Mary e-mail address within 2 working days of your request.