Frequently Asked Questions
Here we have compiled a list of frequently asked questions. We will continue to provide more information as the project develops.
Who is governing the project?
How will departments be engaged who are not in the User Advisory Group (UAG)?
The project team will be contacting all departments, and supporting them using materials developed in collaboration with the UAG.
Is Payroll represented in this project?
Yes, members of the Payroll and Pensions team are a part of the Operating Group and have been helping to develop this model.
How will departments confirm whether they are ready to implement the Interim Operating Model?
The UAG will help to develop a checklist. At the end of May, each department will be asked to complete and submit the checklist to indicate whether they are on track to be ready for the new model. This will feed into the decision about when to go live.
Will there be Casual worker team representation at all Campus sites?
There will be scheduled periods of presence at some of the campuses in addition to South Kensington. The details will be worked out with the manager of the new team and will take into account the expected volumes in casual worker setup. It is unlikely that all campuses will have a presence.
Current Casual Workers
What happens if the the status of a casual worker changes from student to Research Associate?
It is not possible to simultaneously be a casual worker and an employee. When the Casual Worker team set a record up it will be their responsibility to terminate the casual assignment when necessary and to then initiate the employment assignment.
What happens to the casual workers who are already registered? Will their record stay the same?
Can a casual work assignment be covered by a replacement casual worker in an emergency?
All casual workers will need a Right to Work check and a Letter of Understanding before they can commence any work. Once they have this, particular tasks can be reassigned to them in an emergency as long as they do not exceed any visa limitations for hours worked per week.
Will a casual worker require multiple letters of understanding if they undertake additional roles?
Will multiple departmental approvers be accomodated in this process?
Yes. Each department can have more than one approver who submits a consolidated Pay 8B. There can also be backup approvers setup.
Does the Letter of Understanding account for evidence of RTW?
Some students that are casual workers work across a range of departments. Will the Casual Worker team check that the student does not breach their all
At setup, the Casual worker team will be able to use recent Pay 8B's to check their average number of hours. We can then advise both the worker and manager whether there is a risk of the student exceeding their allowance of hours.
Will the Casual Worker team communicate any pay deduction details to the worker and the department ?
The Casual Worker team will investigate pay deductions and be the first point of contact for pay queries from the workers. They will liaise with payroll if there are issues such as incorrect tax deductions. If there is then a dispute over pay amount the casual worker team can contact the department. Recent modifications to the Pay 8B form should reduce queries relating to this.
Is there a time limit for casual workers to claim payment for work?
Most universities hold a 3 month tolerance for claiming payment. If you are currently doing this as a working policy then we would suggest that you continue to do so.
How long will a casual worker remain on the system before their record is terminated?
Workers whose right to work is dependent on a visa, their record will be set to expire at the end of their visa - which would usually coincide with the end of their studies. For students that do not require a visa, their record will remain valid until the end of their course. For externals casual workers,their record will terminate if they have not been paid by Imperial for for 12months.
How will a casual worker record be terminated?
We would like to avoid students having to be repeatedly setup for the same role. Their scheduled course time and visa validity period will be used to establish their record for a suitable period of time. The departmental responsibility will be to submit the Pay 8b forms. The Causal Worker team will then track any leavers.
Final Operating Model / New System
When will the final operating model be launched?
The procurement process is underway, which usually takes around 4 months. During this time we will understand from suppliers what their implementation timeline is likely to be. The earliest a system might be expected to be in place is early 2021.