Terms and conditions for individuals paid by claim

  1. Name of employer: University of Exeter. Address: Northcote House, The Queen's Drive, Exeter EX4 4QJ.
  2. Location: You may be required to work in any University location or in any other area where the University is expected to provide a service as may be requested from time to time.
  3. The University is not under any obligation to provide paid work, nor are you under any obligation to accept any work which is offered.
  4. You will only be paid for work actually undertaken and completed. All work must be approved in advance by the appropriate person in the College/Service. The University reserves the right not to make payment when work has been undertaken without prior approval.
  5. If you are unable to work on a session that you previously agreed to work for any reason, then you must inform your line manager, or another senior member of staff, as soon as possible.
  6. The engagement will terminate at the end of the assignment without any further notice being given, unless previously terminated in accordance with the procedure referred to in (7) below.
  7. The assignment may be terminated at any time prior to its anticipated expiry by either party giving the required statutory notice where applicable.
  8. You should not undertake any work for the University unless you have the right to work in the UK under current immigration legislation. Under the Immigration, Asylum and Nationality Act 2006, the University is required to ask to see original copies of official documents before permitting you to work.
  9. Annual Leave: Your hourly rate includes your pro-rata statutory entitlement to paid annual leave and bank holidays, as payment in advance of the period of leave. Details of the part of your hourly rate which relates to paid leave and how this is calculated will be separately notified to you. The holiday year commences on 1 January and leave cannot be carried forward to another year. You need to ensure that you take your leave each year and outside peak times in the area where you normally work.
  10. Pension: The government now requires employers to enroll their workers into a pension scheme. There are various eligibility requirements: if you meet these you will be automatically enrolled into our workplace pension scheme for individuals on a claims basis and you will be notified of this. You can choose to opt out of the scheme if you want to, but if you stay in you will have your own pension which you can get when you retire. You can also choose to opt-in at any time if you meet the eligibility criteria. Further information can be found at http://www.exeter.ac.uk/pensions/automaticenrolment/ or contact the Pay and Benefits Office.
  11. Tax and National Insurance may be deducted from payment due to you. To ensure that you pay the correct amount of tax, attach your P45 if you have one or forward this to the Pay and Benefits Office as soon as you receive it. National Insurance Contributions will be deducted unless you supply Department of Work and Pensions form CA4140.
  12. In appropriate circumstances, the University will pay Statutory Sick Pay and Statutory Maternity Pay subject to you meeting the qualifying criteria.
  13. Performance and Conduct Procedure: see appendix below
  14. Grievance Procedure: see appendiix below
  15. Your line manager is responsible for ensuring that you are aware of the University's policy in respect of health and safety at work and to notify you of any specific procedures applicable to your working environment.
  16. All claims must be submitted through the approved University eClaims system. Knowingly making a false declaration is a serious offence which may result in disciplinary/criminal/civil action being taken by the University. When you have submitted your online timesheet via eClaims it will be available for approval by a previously nominated manager in the College/Service in which you worked. For a payment to be made at the end of a month, the online timesheet must be completed and approved by the published payroll deadline (see Payroll deadlines). If you have any queries concerning payment of your timesheet, you should contact Employee Services on Exeter 723085. Payment will only be made at one of the University’s authorised rates, which must be agreed in advance by the person authorising the work. All payments will be made by BACS. Payment cannot be made in advance of that working week's nominated pay day. All Casual Workers are paid one month in arrears.
  17. Expenses should be claimed using this link: http://www.exeter.ac.uk/finance/operations/expenses_and_purchasing_cards/studentnon-staffandclaimsstaffexpenses/. Please note that expenses will only be paid if they are approved in advance, reasonable, supported by receipts, allowable under the University of Exeter's Expenses policy and in line with HMRC guidance. In most cases, expenses will be paid after deduction for income tax and National Insurance.
  18. Please note, a University of Exeter employee cannot have two jobs at the University (including occasional/casual worker) 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.  Written justification must be made and approval must be given by the Director of HR Services.  Please contact your HR Business Partner for more information.
  19. Confidentiality: You must not disclose any information of a confidential nature relating to the University (or any of its associated partners) to any third party, during or after your assignment except in the proper course of your assignment or as required by English law.
  20. Data protection: You must comply with the University policy on data protection.

Appendix One: Performance and Conduct

Minor shortfalls in performance or minor breaches of discipline (eg lateness, careless mistakes, lack of attention to detail/instructions/procedures) will be discussed with the Temporary Worker by the manager of the assignment. The Temporary Worker may be offered additional support, training, advice, guidance or counselling, as appropriate.

In cases of more serious shortfalls in performance or breaches of discipline or repeated minor shortfalls/breaches, a manager in Human Resources will invite the Temporary Worker to a meeting to discuss the concerns. The Temporary Worker may be accompanied by a trade union representative or fellow worker. Following the meeting, the manager will write to the Temporary Worker advising of their decision. The manager may give the Temporary Worker a written warning or, where appropriate, may decide to terminate any current assignment.

If the Temporary Worker is not satisfied with the decision, they may submit a written appeal to the Director of Human Resources within one week. The appeal should state the grounds on which it is made. The appeal will be considered by a manager nominated by the Director of Human Resources who has not been previously involved. The outcome of the appeal will be notified to the Temporary Worker in writing and this decision will be final within the procedures of the University.

Appendix Two: Grievances

If a Temporary Worker, has a grievance relating to their assignment, they should attempt, as far as is reasonably possible, to resolve the grievance informally through discussions with the manager of the assignment. The Temporary Worker may wish to seek advice from a trade union representative or, for issues covered by the Policy on the Protection of Dignity at Work and Study, a Harassment Adviser, to facilitate the informal resolution of their concerns.

If the grievance cannot be resolved informally through discussions, because informal discussions are inappropriate or have failed to resolve the grievance, then the Temporary Worker should write to the Director of Human Resources clearly stating the issue about which they are aggrieved and the remedy sought.

The Director of Human Resources will refer the grievance to another manager in Human Resources for consideration. Where appropriate, the Temporary Worker will be invited to a meeting to discuss their grievance and may be accompanied by a trade union representative or fellow worker. The manager considering the grievance will write to the Temporary Worker advising of their decision.

If the Temporary Worker is not satisfied with the decision, they may submit a written appeal to the Director of Human Resources within one week. The appeal should provide a full written statement of the grievance to be considered, together with the remedy sought. The appeal will be considered by a manager nominated by the Director of Human Resources who has not been previously involved. The outcome of the appeal will be notified to the Temporary Worker in writing and this decision will be final within the procedures of the University.