Managers' and Colleges' information

What you need to do to engage a casual worker

Please follow these steps to ensure your casual worker is registered and able to work. Please also be aware of any working restrictions that may affect your casual worker. If you experience difficulties at any stage please contact the Claims Team at e-claims@exeter.ac.uk.

The Casual Claims Process Steps should be followed by all casual workers in chronological order. It is the responsibility of the line manager to ensure their worker has been sent the link to and works through these steps. Please be aware that steps 1-8 must be reviewed before the work begins.

The first step is to complete the Casual Claims Registration Form which requests personal information and provides payroll with the worker’s bank details. This form must be completed by all new casual workers, and those who had previously worked but since been removed from the payroll system.

If you are unsure as to whether your worker may be on the payroll system already, please contact the Claims Team at e-claims@exeter.ac.uk.

The worker will be asked to include their line manager’s details on this form. They should include details of their direct line manager, the individual supervising their work, or the person who has asked them to complete the work.

All casual workers require a University IT account to access the eClaims system. It is the responsibility of the line manager to ensure their worker has an account with which they can login to eClaims.

If your worker has worked for the University previously, or currently undertakes casual work for us, please determine whether they have an account with which they can login to eClaims before creating a new one. If you are unsure whether they have a suitable account, please email the Claims Team at e-claims@exeter.ac.uk.

All new workers should be set up with an eClaims IT account. Please follow these instructions to set your worker up with an account:

  • The worker’s line manager (or whoever was included on the registration form) will receive an email with instructions on how to create an IT account for their worker. This email is automatically sent when the worker’s registration form is processed by the Claims Team, usually within 24 hours of submission.
  • If the worker requires an eClaims IT account, the line manager should follow the instructions on the automated email on how to request the account.
  • When the request is submitted the line manager will receive an email (within 24 hours) with an activation link.
  • They should follow the activation link, activate the account and download the worker's IT account details to a pdf.
  • The pdf should then be forwarded to the worker.

If your worker already has a Student, Associate, TSB, Staff Retired, or eClaims IT Account you may not need a new account set up. If you are unsure, please contact the Claims Team at e-claims@exeter.ac.uk to discuss.

If your worker logs in to the eClaims System with an existing IT account they may be asked to input their payroll number. This number will be stated on the email the line manager receives once the registration form is processed, or can be requested from e-claims@exeter.ac.uk.

 

 

Once your worker has completed the registration form they must supply evidence of their right to work in the UKbefore they start working. Please ensure they present the original documents (not copies) to the Claims Team, room 356, 3rd floor, Northcote House.

All casual workers, regardless of Nationality, must present this evidence. If they have worked for the University previously but have had a gap of 6 months or more since their last employment, they will need to present the evidence again.

Casual workers are not permitted to start work and will not be able to submit timesheets in eClaims until they have presented evidence of their right to work in the UK, and this has been verified by the Claims Team. Please note: Retrospective claims will not be permitted, any work that may have done prior to evidence of right to work being presented will be treated as voluntary.

St Luke's, Penryn, Truro, and remote workers:

If your worker is based on St Luke's Campus or in Truro, they must present their evidence to their line manager who must then send a certified copy to e-claims@exeter.ac.uk. If they are based in Penryn they must present their evidence to Kayleigh Sandercock in the Peter Lanyon Building. If your worker is operating remotely they must send a colour photocopy (not photograph) of their evidence to member of staff at the University who has met them and can verify their identity. That member of staff must certify the copies (sign and date) and email to e-claims@exeter.ac.uk.

All evidence must be supplied to the Claims Team before the work starts

If you worker is a Visa holder:

If the Visa presented is in an expired Passport this cannot be accepted as evidence of right to work in the UK. The Visa must be located in the current Passport, or the worker must present a Biometric Residence Permit. Excluding those who have a non EEA family member of an EEA national Visa.

 

Important Information on Student working:

The University recommends that undergraduate students should not work more than 15 hours per week during term time as this may adversely affect their studies. They can work full time during University holidays.

The University recommends that postgraduate students should not work more than 6 hours per week as covered by the Code of Good Practice - Employment of Postgraduate Students and may not be able to work full time hours during normal University holidays, as their courses do not necessarily follow the usual University calendar.

Important Information regarding Tier 4 visa holders:

Workers on a Tier 4 (General) Student visa are allowed by government to work up to 20 hours per week during term-time, and full-time during University holidays. The holiday period in which students can work full-time is defined differently, depending on the level at which they are studying:

  • Undergraduate Students – the 20 hour work limit applies during the standard University term dates. Full time work is permitted during the vacation periods and from the end of their last term at the University until the time their visa expires.
  • Postgraduate Taught (Masters) Students – the 20 hour work limit applies during the standard University term dates and also during the summer vacation period, when they are writing their dissertation. Full-time work is then permitted from the time they submit their dissertation until the date their visa expires
  • Postgraduate Research Students – the 20 hour limit applies throughout their programme. Full-time work is only permitted after the final submission of their thesis (ie after any required revisions and corrections have been completed and approved, and the thesis has been finally submitted).

Although legally workers on a Tier 4 (General) Student visa can work up to 20 hours per week in term time, the University strongly advises that they work no more than 15 hours per week (undergraduate) and 6 hours per week (postgraduate - full time)/18.25 hours per week (postgraduate - part time), as extra work may adversely affect their studies.

 If they have a Student Visitor visa, however, you are not allowed to work.

If you have any concerns over what you can offer your casual worker please speak to the Claims Team (e-claims@exeter.ac.uk) before any work is offered.

In order for a casual worker to submit a claim via the eClaims system they must first set up a Claimant Profile which is made up of specific information including a relevant College/Service, Department/Discipline, Job Role and Hourly Rate.

There will either be a suitable job role already set up in eClaims, or one will need to be created. These can be created by an allocated eClaims Super User. Once this has been created the Super User will provide you with the following information:

  • College/Service
  • Department/Discipline
  • Job Role

Once you have been advised of the above information, you must provide this to your casual worker, along with confirmation of the hourly rate. You can find information on the hourly rates for casual workers here.

Once the casual worker has logged into eClaims and created a Claimant Profile they should complete a timesheet and submit for approval on a weekly basis. Approvers should login to the eClaims system on a weekly basis to approve outstanding claims.

Please be aware that approvers will not receive a notification each time a claim is submitted, it is the responsibility of the approver to check eClaims weekly to approve outstanding claims. An email will however be sent to all approvers who have claims awaiting their approval 3 days before the monthly deadline.

If the casual worker has not provided evidence of their right to work to HR, they will be unable to submit timesheets.

Some casual workers may be restricted to the number of hours they can work per week. All casual workers are entitled to rest breaks.

Students:Please see the section on Student working

All: Casual workers should not work more than 36.5 hours per week. If they are required to exceed this number of hours approval must be requested from an HR Business Partner. Under no circumstances should a casual worker regularly work more than 48 hours per week.

Young workers: Young workers are those above school leaving age and under 18. The following guidelines should be considered if you assign casual work to young workers:

  • A 30 minute rest break must be taken if they work more than 4.5 hours in 1 shift (if possible this should be 1 continuous break)
  • Daily rest break of 12 hours
  • Weekly rest break of 48 hours
  • Maximum working day of 8 hours (excluding breaks)
  • Maximum working week of 40 hours (excluding breaks) over 5 days

Over 18s: All casual workers over the age of 18 have the right to the following:

  • 1 uninterrupted 20 minute rest break in their working day, if they work more than 6 hours a day
  • 11 hours rest between working days e.g. if they finish work at 20:00, they shouldn’t start work again until 07:00 the next day
  • Weekly rest: should be considered as either an interrupted 24 hours without any work each week, or an uninterrupted 48 hours without any work each fortnight

 

Please be aware that if your worker is employed by the University on a Permanent or Contract basis they should not use eClaims to claim for additional hours. They should instead send a fully completed PD107 form, including your signature and cost code, to the Pay and Benefits Team in room 357A, Northcote House.

Please be aware that we may remove casual worker details from our payroll system if they do not work for 3 or more months, or if they no longer have the right to work in the UK. We will notify the casual worker if this is the case, and will either confirm arrangements for keeping them on our payroll or advise on how to re-register.

Further Information

Please also read further information on engaging a casual worker, which includes information regarding employment law and rates of pay.