Frequently Asked Questions

There is a range of restrictions on the type of work and amount of work one can complete, depending on the type of visa they hold. As such, it is crucial that no work is done until the Casual Worker Team has confirmed that you can start the role. The Team will check your visa restrictions during the onboarding process. Therefore, if you are waiting to commence a casual assignment and the Casual Worker Team have not contacted you, please email your departmental manager.

Unfortunately, limitations to our payment systems mean you cannot undertake casual work if you are on any other type of contract with Imperial.

Please submit your timesheets on time so your Hiring Department can review and approve them. You can find the list of payroll deadlines and the date you will get paid on the Casual Worker Payroll Deadlines. Please note that each department has its own deadline for submission of timesheets. As such, please follow the instructions given by your department.

Please check your payslip (available via ICIS) first. Please check whether there are any deductions. If so, to understand them, please read our guidance on payment deductions both on this page and the Existing Casual Workers page.

If you believe there is an unexplained payment error, please contact the Casual Worker team as soon as possible, who will investigate it for you.

HMRC look at your monthly salary and assumes you will earn that amount each month for the entire tax year. The tax year runs from 6 April to 5 April the following year.

Therefore, they apportion your Personal Allowance across the tax year (which is £12,570 for 2022/2023), which might mean you pay income tax in any given month.

If you reach the end of the tax year and believe you have paid too much tax, you will need to apply for a tax rebate via HMRC. Please see this link.

These can be viewed electronically via ICIS Self-Service.

Note: If you haven't recently logged into an Imperial Office 365 application and authenticated your account using Multi-Factor Authentication you will first be required to complete MFA login before being redirected to the ICIS self-service page. 

Even if you have been offered a work assignment, you must have had a Right to Work check and have been issued with a Casual Hours Agreement before you may start. If you have not undertaken casual work before, the Casual Worker team will contact you to arrange an onboarding meeting.

The Casual Worker Team can onboard the majority of workers remotely, and the new worker will be contacted to arrange this. If you have not received contact, please get in touch with the Casual Worker Team or with your hiring manager.

Some individuals may need to attend a face-to-face meeting depending on the documents they hold to prove their immigration status or UK/Irish nationality.

In these instances, the team will arrange an on-campus meeting.

If you have previously registered for casual work and have not been made a leaver, resulting in a P45 being issued, you can take on casual work again.

The relevant department will inform us that they would like you to take on a casual role, and we will then send you any relevant information.

If you have been made a leaver, you will need to register again and cannot begin your assignment until you have received confirmation from the Casual Worker Team.

If you no longer wish to undertake assignments with Imperial, please fill out the leavers' request form. For any queries, please e-mail the Casual Worker team.

P45s are issued when someone leaves a PAYE role. As such, if you wish to obtain a P45 for your casual role, please email casualworkerteam@imperial.ac.uk.

Please note that P45s can only be issued at the end of the month; as such, it may take until the end of the following month to obtain one.

To access your P45, please log in to your MyImperial account.