Managers' and Colleges' information

What you need to do to engage a casual worker

Please read the following information before you engage any casual workers.

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 Temporary Resourcing Team at e-claims@exeter.ac.uk.

No casual worker is permitted to start working until they have supplied evidence of their right to work in the UK and this has been fully verified.

Please note Director level approval will be required for all new temporary engagments. This can be shown by forwarding an email from your Director approving the engagement to e-claims@exeter.ac.uk.

If you are unsure whether your worker needs to complete the registration process, please contact the Temporary Resourcing Team who will be able to advise whether the worker is already registered or not. They can also advise on payroll numbers, and if your worker is already registered, whether they need to present evidence of their right to work in the UK again.

Please review the Business Rules for engaging workers.

If your worker is overseas please review the Global Mobility information and contact the TRU

If your worker does need to register the Casual Claims Process Steps should be followed 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. Please note that registration forms can take 14 days to be processed.

The worker will be asked to include their line manager’s details on this form. The individual they put on the form will receive email correspondence as a result.

Overseas Workers

If your worker is carrying out University of Exeter work whilst based overseas please ensure they let the Temporary Resourcing Team know at the point of registration. Please be aware that all workers are subject to UK tax and national insurance deductions for short term work. However, they may also be liable to pay tax and social security in the country they are working and there may be penalties for non-compliance.

In order for a casual worker to submit a claim via the eClaims system they must first set up a Claimant Profile. For them to create a claimant profile they must know their job role information, and their hourly rate.

Please complete a TR2‌ - Request for Temporary resourcing form - and send to e-claims@exeter.ac.uk. This should be carried out for all new casual assignments before they start (ideally 2 weeks before) and is also the same form used for Self-employed engagements. The Temporary Resourcing Team will advise when the job role is set up and confirm the information required for your worker forwarding a casual claims assignmant confirmation to be completed by the line manager before sending to the worker.

The line manager should then send their worker the casual claims assignment confirmation form which will include the following claimant profile information:

College/Service:

Department/Discipline:

Job Role:

Pay Scale (if applicable):

The line manager should also determine what hourly rate their casual worker will be paid, and provide them with this information on the assignment confirmation. Details on hourly rates can be found here. All casual workers, if paid on a hours basis, must be provided with an hourly rate that is aligned to the University's grading structure. If you are unsure what hourly rate to pay your worker, please contact your HR Business Partner.

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 eClaims IT or Associate account with which they can login to eClaims.

My worker does not have one of these accounts:

When the Casual Claims Registration Form is processed you will receive an email with details on how to create an IT account and the claimants payroll number. It is the responsibility of the line manager to ensure their worker has an IT account and can access the eClaims system.

All new claimants will require a eClaims IT account or Associate IT account to access Manadatory training which should now be competed on their first day. 

 

 

Once your worker has completed the registration form they must supply evidence of their right to work in the UKbefore they start working.

They can find a list of acceptable right to work documents here.

They will need to select an appointment to have their right to work documents verified over Teams. In advance of the appointment, they should send a photograph or photocopy of the documents to e-claims@exeter.ac.uk.

Overseas Workers  Please be aware that Overseas casual workers can only be considered in business critical circumstances. No overseas casual work should start until it has been reviewed by the HR Global Mobility Advisor. Please contact e-claims@exeter.ac.uk to discuss.

If your 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:

Under current immigration rules Tier 4 students can work up to 20 hours a week in term time (or 10 hours if they are on a foundation course) and full time in vacation time. The hours will be detailed on their visa.

Vacation dates

What counts as vacation time for postgraduate taught students and postgraduate taught research in the UKVI regulations is less clear than it is for undergraduate students. The University of Exeter has outlined our in house guidance to ensure that we are giving students a clear steer on the balance of dedicated time to enable them to study (their primary focus of being in the UK) and the freedom to support themselves during these years. To ensure consistency across the University, these explanations to our students are the ones used by both Student Services and People Services. The University of Exeter guidance is outlined in the International Student pages. Please do take the time to read them.

Working hours and term dates

While the hours stated on their visa are obviously the UKVI limits for that student, the University strongly advises that students 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.

We understand that these two factors can cause confusion as to when a student may have breached their working visa conditions and when the University needs to report this.

For the avoidance of doubt, we wish to clearly set out that provided students (UG,PGT and PGR) do not work more than the hours stated on their visa (for most this is 20 hours but it is important to check) there is no breach of visa conditions and therefore no report will be submitted to UKVI. However, any working above the hours stated on their visa in term time is a breach which will be reported. This is likely to have serious repercussions for both the student and the University and must always be avoided.

It is really important that all term time dates are noted: even where a student finishes their exams earlier than the end of term they must not work more than term time hours until the beginning of the vacation.


If you have any questions please contact e-claims@exeter.ac.uk BEFORE the student carries out the work.

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.

To approve you should:

  • Login to eClaims
  • Go to your 'My Account' page
  • Select the blue 'Show Claims' button - the claims awaiting your approval will then appear in a list
  • Under 'Actions' select the grey 'update costcode' button on the first claim - you can either select your code from the list if you have used it in the system before, or add a *new costcode 
  • Under 'Actions' select the grey 'approve claim' button - the claim will then disappear from the list having been fully approved

If the claim does not disappear from the list, it has not been fully approved and requires further action from you. 

*Only Trent Compatible costcodes will be accepted by the eClaims system. These codes must be 20 digits in length, must not include hyphens and have a Nominal Code of 21340 (last five digits)

If your code is not being accepted by eClaims please contact the FinanceHelpdesk@exeter.ac.uk

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 the Temporary Resourcing Team, they will be unable to submit timesheets.

You can add the approval deadlines to your outlook calendar, instructions can be found here.

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:

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.

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

 

Business Rules

Workers should only be engaged for periods of work for less than three months in duration, as set out in Phase one of the 'Business Rules for Engaging Workers' from the 1st March 2018. All appointments Casual, Temporary and Permanent must follow these rules with the exception of the following who will continue to apply current arrangements pending further review of processes/systems (Phase 2):

  • Casual Teaching Staff/Drama Practitioners used to cover vacancies/gaps in curriculum delivery   
  • Visiting Lecturers                 
  • Post Graduate Research Supervisors  
  • External Examiners/Exam markers/ Exam invigilators
  • Demonstrators – ad hoc requirements              
  • Student Ambassadors/Marshalls
  • Community/Health Workers
  • Campus Services: Catering, Housekeeping, Events, Sports and Swim Coaches, Retail outlets
  • Transcribers

Please be aware that we may remove casual worker details from our payroll system if they do not work for 6 or more months, or if they no longer have the right to work in the UK.

Overseas workers

Please view the Global Mobility information if you are looking to engage workers overseas.

Further Information

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