Before engaging a casual worker please ensure you have familiarised yourself with the University’s policy on such engagements. A summary of the key matters you ought to consider are set out below. In order to avoid potential disputes over employment status, it is recommended that the maximum period of continuous engagement for casual workers should be eight weeks. For appointments for a longer period please follow the guidance set out at Recruitment and Selection.
Casual workers can be paid through the casual payroll and, although tax and national insurance is deducted from their pay, they are not considered to be university employees. When taking on a casual worker, you will need to complete these steps:
Pre-employment checks
Immigration
You MUST check the right to work of ALL individuals undertaking work in your department and take a copy of the relevant documentation. The Work Permits Desk can advise on who is entitled to work in the UK and what documentation is required.
High level checks
It is possible the nature of the casual work necessitates high level checks, such as CRB checks. More information can be found on the Personnel Services website.
Letter of engagement
You will need to prepare a letter of engagement (using the pro forma template [Note – this is password protected]) to be signed by the individual. This letter sets out the terms of the arrangement.
Pay
When setting the pay rate for the casual worker, you should set a rate that equates directly to an appropriate grade. It is not necessary to have the temporary vacancy formally graded, although if you are unsure of an appropriate rate of pay, the Reward team can advise. In all cases it is important to ensure that the rates are equal to, or in excess of, the National Minimum Wage.
Period
Arrangements for casual work should not normally extend beyond eight weeks. If the arrangement is likely to extend beyond eight weeks, you should contact Personnel Services as soon as possible.
Payroll
Casual workers can be paid on a weekly basis through the casual payroll. To arrange payment you will need to complete and submit a casual payroll form.
Holiday
Casual workers are entitled to 28 days of leave per year, including public holidays and any departmental closure days. Guidance on the calculation and payment of holiday entitlement for casual workers is available from the Personnel Services website.
Statutory sick pay
Casual workers are entitled to statutory sick pay. Information on payment and exclusions is available from the Personnel Services website.
