Casual workers' information
Please note if you have previously worked at the University of Exeter and left as part of the Voluntary Release Scheme you will not be eligible for Claims or TSB registration. If this is the case, or you are unsure, you should contact HR Services before undertaking any work.
How to register and get paid
All new casual workers, or those who have been removed from our payroll system, must complete the Casual Claims Registration Form. Please do not move forward in the process until this form has been submitted.
For instructions on how to complete this form please review these guidelines - How to complete the casual claims registration form
If you experience difficulties logging in to the form, or if you think you may have submitted this form in the past, please contact the Claims Team at firstname.lastname@example.org before continuing.
Please be aware that in order to login to this form you will be asked to create a username and password. This username and password cannot be used to login to any other University systems i.e. the eClaims system.
You are not permitted to start working until you have supplied evidence of your right to work in the UK to the Claims Team. You must supply this evidence when you first register as a casual worker, when you re-register, or if you have a break in work of 3 months or more. 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
Once you have completed the registration form you should present evidence of your right to work in the UK, before you start working. Please present the original documents (not copies) to the Claims Team, room 356, 3rd floor, Northcote House.
All casual workers, regardless of nationality or duration or work, must present this evidence.
We advise presenting your Passport, but there may be other documents that we can accept if this is not possible. Please see the right to work webpages for more information.
Information for casual workers on St Luke's campus, in Penryn and Truro, and remote workers:
- St Luke's Campus or Truro
Please present your evidence to your line manager and ensure they send a certified copy to email@example.com before you start working.
Please present your evidence to Laura Hames in the Peter Lanyon Building before you start working.
- Remote Workers
If you are working remotely please email a photocopy of your right to work to a member of staff at the University who can verify your documents, ask them to sign and date the copy and send to firstname.lastname@example.org before you start working.
Information for Visa holders:
If your Visa is stamped in an expired Passport this cannot be accepted as evidence of right to work in the UK (unless you have a non EEA family member of an EEA national visa). The Visa must be stamped in your current Passport, or you may present a Biometric Residence Permit.
If you hold a Tier 4 (General) Student Visa you must also supply a letter from the Student Information Desk confirming your term dates in relation to your visa restrictions. As a student please also ensure you have read and understood the working restrictions that apply to you. See the step 5 for more information.
Once the registration form is complete your line manager will set you up with an eClaims IT account. When you receive details of your eClaims IT account you can use these to login to the eClaims system.
If you already have 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 email@example.com to discuss.
If you login to the eClaims System with a Student or Staff Retired account you will be asked to input your payroll number. To find out your payroll number please email firstname.lastname@example.org.
If at any point you cannot recall your password for a University IT account, please contact the Student Information Desk on 01392 724724 and they can re-set this over the phone.
Casual workers should not work more than 36.5 hours per week. If you are required to work over this number of hours your line manager should request approval for the additional hours from their HR Business Partner. Under no circumstances should a casual worker regularly work more than 48 hours per week.
All casual workers have the right to one uninterrupted 20 minute rest break during the working day if you work more than 6 hours a day.
Students: See the step 5 for further guidance on student restrictions.
Young workers: Young workers are those above school leaving age and under 18. The following guidelines should be considered if you are a young worker:
- A 30 minute rest break must be taken if you 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 your working day, if you work more than 6 hours a day
- 11 hours rest between working days e.g. if you finish work at 20:00, you 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
Important Information for Students:
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 for 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), as extra work may adversely affect their studies.
If you have a Student Visitor visa you are not allowed to work.
The eClaims system is our online timesheet system. All casual workers must use this system to log their hours and claim for their pay. You can login to eClaims using your eClaims IT account details (or associate/student account if you have your payroll number).
In eClaims you will need to set up a Claimant Profile for each job that you do. The profile information is very specific and assigns your timesheets to your approvers, so please do not set up your profile until you have received this information from your line manager.
Instructions on how to create a profile are provided within the eClaims guides:
We recommend that timesheets are completed and submitted weekly. Once you have saved your hours for the week, select View Summary. This will take you to a page which summarises your timesheet in full, please read through this to ensure you are happy to submit. When you are ready, select Submit Timesheet(s).
Instructions on how to submit timsheets are provided within the eClaims guides:
- Claimant Guide - Create and submit an hours timesheet
- Claimant Guide - Create and submit a set fee timesheet
Please ensure you submit your timesheets by the monthly deadlines.
All casual workers are paid one month in arrears providing the monthly submission and approval deadlines are met. The Payroll office is unable to pay in advance of these dates.
If you experience difficulties creating or submitting timesheets please contact email@example.com.
You can track the progress of your timesheet in eClaims under eClaims Home. Here you can view claims awaiting approval and all claims. If your claim’s approval status is grey then it is still awaiting approval. If it is green, it has been approved.
Your approvers will receive one email a month (3 days before the monthly approval deadline) highlighting that they have claims awaiting their approval. If you are concerned that your approvers will not meet the monthly approval deadline, please speak to them in advance of the deadline to ensure your claims are approved on time.
The Payroll office is unable to pay in advance of the monthly pay dates if the submission or approval deadlines are missed. You can review the Payroll deadlines online.
Please be aware that if you are employed by the University on a Permanent or Fixed Term Contract basis you should not use eClaims to claim for additional hours. You should instead complete a PD107 form, get it signed by your line manager, and send this to the Payroll office, room 357A, Northcote House.
If you have been offered work via the Temporary Staff Bank (TSB), the team will provide you with information regarding eClaims.
Payslips and P60
To vew your payslips and P60 information please login to the Trent HR Self Service system using the same login details you would for eClaims. You will only be able to login to this system after your first pay day.
National Insurance Number
Please see this information if you require a National Insurance number.