Casual workers can include students working at Careers fairs and Open days

Casual Claims Process

Workers and Managers must review the following information before casual work starts.

Information for Casual Workers

  • Follow the Casual Claims Process steps in chronological order to register and be paid (steps 1 and 2 must be completed before work starts)
  • You are not permitted to start work until the Claims Team have seen and verified evidence of your right to work in the UK (step 2)
  • If you are a student or on a Tier 4 visa you are restricted to the number of hours you can work per week (please see step 5 of the casual claims process for details)
  • You must supply evidence of your right to work in the UK when you first register as a casual worker, and each time you re-register. We will also request to see this evidence if you have had a break in work of 6 months or more.
  • When claims will be paid and payroll deadlines here.

Information for Managers of Casual Workers

  • Please review the Casual Claims Process steps for Managers
  • You must not allocate work to a casual worker until the Claims Team have seen and verified evidence of their right to work in the UK
  • It is your responsibility to ensure your worker does not exceed their maximum working hours as per their student status or visa conditions (if applicable)
  • If you engage a Postgraduate Student please ensure you have reviewed the Employment of Postgraduate Students: Code of Good Practice
  • If you engage the worker yourself they will not be registered as a member of the Temporary Staff Bank, they will instead be considered to be a Casual Worker

Why and when to use a casual worker

To meet the requirements of employment law and to safeguard the University’s position as an employer, the University expects most individuals engaged to work for the University to be employed in accordance with standard employment arrangements (i.e. on a contract of employment approved via the eSR1 process).

The casual claims process should only be used for engagements which are ad hoc, or very short in duration (less than 3 months) and in conjunction with the 'Business Rules for Engaging Workers'. Assignments could include:

Please note, a University of Exeter employee cannot have two jobs at the University (including casual work) where the hours together would be greater than full time i.e. 36.5 hours. 

In exceptional circumstances and where the additional role is significantly different from the employee's substantive role, there may be circumstances where this is allowable. The employing unit (for the additional work) will be required to write a business case for offering the employee additional work, explaining why they need to engage this individual over and above any other casual worker.  Written consent should also be sought from the individuals substantive line manager.  The business case and written consent should be sent to the Director of HR Services for approval.  Please contact your HR Business Partner for more information.

Further information