FAQs - Contract and other employment - Updated

If you are asked to do additional hours that are regular/pre-scheduled, (for example if you already have a HAT1 form for Term 1 and then you are asked to work regular/pre-scheduled hours in Term 2) a Change HAT form (HAT4) will be issued which will be a revision to your contractual hours. People Services will be notified and your monthly payments adjusted accordingly.

If you are asked to do some ad hoc additional hours (not regular/pre-scheduled) in your role as a Postgraduate Teaching Assistant then you will need to record and gain approval on the Additional Hours Form for PTA’s (HAT3) and forward to People Services for payment. Ad hoc hours will normally be paid at the next available pay date.

Employment of a full-time student should not normally exceed 6 hours per week.

There are legal restrictions on the number of hours students on Tier 4 visas can undertake paid or unpaid work. For this reason, Tier 4 students should never be scheduled to work more than the weekly limit specified in their visa - this includes voluntary work and work undertaken for another employer.

If you are issued a 3 month, 6 month, 9 month or an annualised contract you can undertake other employment at the University provided the work is of a similar nature (eg exam invigilation, research assistant, supporting WP and outreach activities).  Any additional hours must be claimed for using the HAT3 form. 

Additional information is available as follows:

If you have any queries regarding this new process please refer to our contacts page.

The University will be piloting the arrangements for one-year, to enable all parties time to fully evaluate the arrangements, and therefore initially contracts will be for a fixed-term of up to 12 months.

Yes, as for example Student Community Wardens, although students are asked to be mindful that the employment of a full-time student should not normally exceed 6 hours per week.  Individuals who hold a Tier 4 visa would continue to need to ensuer they comply with the working restrictions prscribed in their visas.

PTAs employed on a 3 month, 6 month, 9 month or annualised contract will be able to undertake other casual assignments at the University providing the work is of a similar nature (eg exam invigilation, research assistant, supporting WP and outreach activities).  Additional hours must be claimed for using the HAT3 – PTA additional hours.

Students are asked to be mindful that the employment of a full-time student should not normally exceed 6 hours per week.  Individuals who hold a Tier 4 visa would continue to need to ensure they comply with the working restrictions prescribed in their visas.

You must notify your academic manager or other contact for sickness in the College, they will make arrangements to provide cover where necessary and will notify People Services. You may be eligible to University sick pay.

No, unless you have agreed changes since you were initially advised, there will be no change.  The new HAT1 form  contains additional information that is required to enable People Services to assess whether you should be engaged on a 3 month, 6 month, 9 month or  annualised contract. 

Additional information is available as follows:

If you have any queries regarding this new process please refer to our contacts page.

The work undertaken by postgraduate students is primarily related to teaching activities and this aligns to the Education and Scholarship job family.

‌Yes, subject to satisfactory performance, and subject to a minimum of six months’ service in the grade, increments are payable on 1 August each year until the top of the grade is reached ie scp 27.

If you complete your PhD during the academic year, you can only continue to do any planned contracted work as a PTA until the end of the academic year (subject to Tier 4 expiry).

In the event that a student withdraws from their PhD studies and ceases to be registered as a student with the University, the University will usually take steps to terminate the employment. However, each case will be assessed independently by People Services, following consultation with the line manager. If appropriate, the University may apply discretion in allowing the student to continue to do any planned contracted work as a PTA until the end of the contract (subject to Tier 4 requirements).  

In the event that a student interrupts their PhD studies for a temporary period, provided that the student remains registered as a student with the University and the circumstances for the interruption are discussed with the line manager, the University will apply discretion in allowing the student to continue to do any planned contracted work as a PTA until the end of the contract (subject to Tier 4 requirements).  

The rate of pay for PTA work is the same for both contracted staff and casual workers - Point 23 Grade E of the University Pay Scale which is £27,025 per annum or £14.24 per hour. However we pay contracted and casual staff in different ways, as follows:

  • The total number of hours worked by our PTAs on staff contracts is made up of allocated working hours, and we add extra hours on top of this to compensate you for your holiday and training.
  • The total number of hours worked by our PTA on casual contracts is made up of allocated working hours and training, but we add an additional £2.67 to the rate as holiday pay.

Therefore, although the overall Casual rate seems higher (£16.91) it is equal to the Contracted Staff rate which is based on a higher number of working hours.

The chart below shows an example comparison:

 

Staff PTA contract @ 14.24 per hour

Casual PTA contract @ £16.91 per hour

Hours worked

100

100

Holiday hours

+20.89

n/a

Training hours

+11.75

+11.75

Total hours

132.64

111.75

Payment calculation

132.64 hours x £14.24

111.75 hours x £16.91

Total payment

£1,888.79

£1,888.69

Subject to satisfactory performance, and subject to a minimum of six months’ service in the grade, increments are payable on 1 August each year until the top progression point of the grade is reached.

Your line manager is responsible for ensuring you are on the correct spine point on Grade E, and you should speak them in the first instance if you have any queries regarding your grade and/or salary progression.

Your hours are calculated as follows:

  1. The total hours you are scheduled to work for the duration of your contract. These are agreed by your line manager and your PTA co-ordinator, and they can provide a breakdown of these hours if required.
  2. The total hours you are scheduled for training for the duration of your contract. All staff are entitled to hours for their PDR, and your line manager may also allocate additional hours for mandatory training, induction and job-related training.
  3. The total hours for your annual leave allocation. This is calculated by adding together your hours of work and your hours of training, and applying an additional 18.7% hours for annual leave.

Example: If you are scheduled to work for 100 hours and will be training for 10 hours, your holiday allowance will be (100+10)+18.7% = 130.57 hours

Please note, the HAT forms will have included information about your training and holiday allowance based over a period of one year. Following a review of PTA contract arrangements, many contracts have now been issued for a shorter period and therefore the training and holiday allowances will be prorated and adjusted accordingly.

Staff are automatically made members of the University Superannuation Scheme (USS), and pension contributions are deducted from your salary.

If you wish to opt out of USS then you will need to go to the USS web site member pages and complete an opt out form

https://www.uss.co.uk/members/members-home/resources/forms

Once completed please return the form to payandbenefits@exeter.ac.uk. If you opt out before you complete three months membership any deductions that may have been taken from you will be refunded in your pay the following month after receipt of the form.

By opting out of the pension scheme you are giving up all the benefits that the scheme offers, this includes the life assurance benefits and the University contribution of 18%.

As long as HR have been provided with all of the information necessary to confirm your employment (including a copy of your right to work in the UK documents) you will be paid, even if you have not yet signed your contract.

Yes, your continuous service from when you were issued the annualised contract will apply in your new role.  However, you cannot continue to be employed as a PTA. 

Your pay is calculated by taking the total number of hours you are allocated to work (including your entitlement to training and annual leave), and dividing them equally across 3, 6, 9 or 12 months. We will assume these hours are applied equally even in months with a longer or shorter number of working days. If your contract starts or ends part way through a month, your first and last payment will be adjusted proportionately.

Fixed term contracts for term 1 will be issued initially to the majority of PTAs this year, this is because in the majority of cases we do not have sufficient information to know how the hours will be split over the terms.  For those that are also scheduled to work in term 2, your total hours will have been divided by 2 with half being paid over term 1 and half over term 2.  A review of hours will take place in November to ensure that the hours for term 2 take into account any additional hours subsequently agreed.

If your contractual planned hours are changed during the course of your contract, your hours and pay will be recalculated and backdated. This will include an adjustment to your annual leave allowance.

University salaries are paid on the penultimate working day of the month.  The pay date may vary in December but a list of pay dates is confirmed at the beginning of each year.

Please note that we must have received your right to work documentation and new joiner details in order to pay you.  If you started working in September/October we need this returned to us no later than 17 October to make payment in our October payroll run.

If your start date falls on or before the 20th of the month, your first salary payment will be made in the month you join.

If your start date falls on or after 21st of the month, your first salary payment will be made in the month after you join, and this payment will be backdated to cover the period from your contractual start date. This also applies to people transferring from the claims payroll.

Your salary includes pro-rata paid leave entitlement, to be taken on unspecified days during the vacation periods. Leave may not be taken during term-time. You need to ensure that you take your leave each year and outside peak times in the area where you normally work. See our website for more information including instructions on how to book annual leave.