The process for registering Casual Workers has now been changed, and is managed by the Casual Work Team. Please visit this link to learn about becoming a Casual Worker: Temporary Worker Appointments

Claiming pay

Once you have registered and completed work, you should claim your pay by emailing a completed Pay8b (Excel) form to Ben Cave by the last Sunday of the month (all dates are listed below). Please include other task providers in the email, so they can confirm the work completed. Sometimes, you might need to first email a specific staff member for them to check the form, who will then pass it on to Ben.

If you have difficulties with filling out MS Excel form you can use MS Office 365 provided by Imperial or use the PC in the UG office.

When filling out the form, please do the following:

• Only fill out columns A-L and T, one row per week (and if applicable, per pay rate), type of work and module, if for marking and/or demonstration.
• Make sure you fill out all lines fully with your Casual Worker Assignment Number (CWAN), Name, and Hourly Rate of Pay, without spaces between claims. A script processes all forms ignoring the file name, meaning any claim row without CWAN cannot be identified; blank lines between claims will stop the script processing and any further claims will be ignored.
• Do not include claims you sent in previously, even if they have not been paid yet.
• State in the 'Comments' column (T) the type of work completed, and in your e-mail, who assigned the work. Please also note if the work relates to a particular module.
• All work types and rates are listed below.

You can put all of the work you have completed for the month into one form and claim it monthly. Delaying submission might delay your pay even further or cause issues with processing the pay if your details change, for example, if your status with the college changes or your right to work expires – we might not be able to pay late claims in such cases.

If you submit your claim form after the deadline (and everything is correct), your payment will be delayed by a month.

Monthly deadlines and paydays are listed below.

Pay rates

Before starting work all casual workers should be given a written instruction of how much they will be paid per hour. College also pays additional 12.07 % on top of the hourly rate as a statutory holiday pay. In the mathematics department, we have set rates for certain work. These are:

Checking pay – payslips

Everyone receiving pay from Imperial can check their payment details through either accessing ICIS or Imperial app. Details can be found through this link: https://www.imperial.ac.uk/finance/financial-services/payroll/online-access-to-payslips/

All income is subject to National Insurance and Income Tax deductions once a certain threshold is reached. 

Rates for National Insurance: https://www.gov.uk/national-insurance/how-much-you-pay

Rates for Income Tax: https://www.gov.uk/income-tax-rates

You might be automatically enrolled onto a pension depending on your income. You can opt out by following procedures listed here.

If you have any further questions about your pay please contact Ben Cave.

If you would like to engage someone for casual work first you must ensure they are registered. You can check registration status of someone by emailing Ben. If they are not registered, please instruct your potential worker to follow registration procedures, listed on registration tab. The Casual Work Team must conduct a Right to Work check on everyone by law prior to them commencing work of any kind. If this is not completed prior to work commencing (including training), the worker will not be able to get paid for those hours.

Before work commences, please agree the pay rate in writing and email the details to b.cave@imperial.ac.uk including special budget code, if required.

Getting support from Graduate Teaching Assistants (GTAs)

If you would like a GTA for your module, there are different processes for modules taught in different years.

Years 1 & 2

GTAs for modules taught in years 1 and 2 are assigned by the following process:

• Senior GTAs are interviewed and assigned by Charlotte Kestner and Marie Amelie Lawn.
• New GTAs are interviewed and trained by Charlotte Kestner, Marie Amelie Lawn and Senior GTAs
• All GTAs provide their teaching preferences in a module teaching selection survey, which is used to allocate GTAs to all Year 1 and Year 2 modules. There are 8 GTAs per module, including senior GTA.

If you would like particular PhD students on your GTA team, please email Ben Cave.

Years 3, 4 & MSc

If you would like a GTA for modules taught in years 3, 4 and MSc please first contact David Evans (or MSc programme director) and Harry Zheng to get approval and discuss funding.

There is a small number of modules, which are very popular each year (100+ students) which get automatic approval for GTA support. Explicit approval usually is given to modules with large student numbers (30+) with an arrangement of 1 GTA per approx. 30 students. If you have fewer than 30 students, you can still have GTA support, but you will likely have to fund the work from your F account.

Once you have approval, you should identify the PhD students whom you would like to be your GTAs. If you have difficulties contacting the PhD students, you can ask Ben to send out a call on your behalf. Please let Ben know as soon as possible who your GTAs will be, as they must be registered casual workers before any training/work has started. See Registration tab for more details.