Casual Engagements Guide

The Engager is the person who engages the casual worker and is their point of contact at the University.

The Engager is responsible for:

• Agreeing the details of the assignment with the Casual Worker, the hours and the rate of pay (intranet link).
• Seeking budget approval for the assignment from the relevant Budget Holder.
• Completing the relevant section of the Casual Worker Engagement Form and ensuring the form is passed onto the Budget Holder and HR at the appropriate stage.
• Requesting any resources required by the Casual Worker such as IT access.
• Ensuring that the Casual Worker does not carry out any work for the University until a valid right to work check has been completed.
• Ensuring that the Casual Worker does not exceed the maximum hours of work as set out in the Working Time Directive.
• Ensuring that the casual engagement and the hours worked by the Casual Worker are in line with the provisions outlined in the Appropriate Contract Use Policy and do not exceed 70 hours in an academic year (apart from where exceptions apply).
• Confirming the details on the Casual Workers’ Payment Form before sending onto the Budget Holder for authorisation.

The Budget Holder is the person who authorises the casual work to take place.

The Budget Holder is responsible for:

• Approving the appointment of a Casual Worker to undertake an assignment of work.
• Ensuring that the budget code on the Casual Worker Engagement Form is correct.
• Ensuring that the casual engagement and the hours worked by the Casual Worker are in line with the provisions outlined in the Appropriate Contract Use Policy and do not exceed 70 hours in an academic year (apart from where exceptions apply).
• Authorising the Casual Workers’ Payment Form before sending onto HR for processing.

Human Resources oversee the process for the engagement of Casual Workers.

Human Resources are responsible for:

• Providing advice and guidance on the procedure for engaging casual workers to QMU staff.
• Undertaking a valid right to work check and confirming this with the Casual Worker and Engager.
• Processing the Casual Workers personal information on iTrent in line with the Data Protection Act.
• Processing the Payment Form once received and passing details to Payroll for payment.

The Casual Worker is the person who undertakes the work required by the University.

The Casual Worker is responsible for:

• Confirming they have the right to work in the UK and providing the required documentation to allow the University to undertake a valid right to work check before they undertake any work for the University.
• Completion of the Casual Worker Engagement Form and sending to the Engager.
• Carrying out the work assignment as agreed with the Engager.
• Completing the Payment Form once hours are worked and sending to the Engager.
• Reading and agreeing to the University’s Conditions of Service for Casual Workers.

Procedure to follow to engage and pay a Casual Worker:

1. Once a work assignment has been identified the Engager should complete Part 1 of the Casual Worker Engagement Form and send to the Budget Holder for their authorisation.

2. The Budget Holder should check the details on the form are accurate and confirm the planned hours do not exceed 70 hours. The Budget Holder may also wish to check there are funds available in the relevant budget code to cover the assignment. Once complete they should send the authorised form back to the Engager.

3. The Engager sends the partially completed form to the Casual Worker.

4. The Casual Worker completes Part 2 of the Casual Worker Engagement Form, completes the HMRC Starter Checklist (External PDF) and sends to casualpayments@qmu.ac.uk and lets their Engager know they have returned the Form. The Form includes guidance on completion of the form where the Casual Worker has previously worked for the University.

5. HR review the details and where required, add the Casual Worker to iTrent and issue the request via Amiqus for right to work documentation.

6. The Casual Worker completes the identification request via Amiqus for their right to work check and returns to HR via Amiqus.

7. HR undertake the right to work check and confirm to the Engager and the Casual Worker that the Casual Worker can commence work for the University.

a. Where it is not possible for a digital right to work check to be carried out a manual check will be undertaken by HR and confirmation of that issued to the Engager and Casual Worker.

b. Where it is not possible for the University to undertake a valid right to work check the Casual Worker will not be able to undertake any work for the University.

8. Once right to work is confirmed the Engager can arrange any resources required for the Casual Worker such as IT access.

9. Once the work is completed, the Casual Worker completes the Payment Form and submits to the Engager. The Engager confirms the details and sends onto the Budget Holder for approval.

10. Once approved, the authorised Payment Form is sent to HR for processing via casualpayments@qmu.ac.uk.

11. The Payment Form is processed in HR and sent to Payroll for processing.

Helpful Links:
Casual Worker Hourly Rates (Intranet Link)
Casual Worker Process Flowchart (PDF)
Casual Worker Engagement Form (Word doc)
Casual Worker Payment Form (Word doc)