Existing casual workers

We recommend that all workers familiarise themselves with the following guidance and policies before starting work: 

• Health and safety guidance
• Intellectual property guidance
• Data protection guidance
• Conditions of use of IT resources
• Use of Social Media
• Smoke Free Policy 
• Equality, Diversity and Inclusion 
• Safeguarding Policy
• Anti-Money Laundering Policy

If you are in the UK on a Student visa, you are required to provide proof of your academic term and vacation dates during the right to work check process.

As an existing casual worker, you confirm that you are legally entitled to work in the UK without additional immigration approvals. You will need to immediately notify Imperial, in writing, if your legal right to work changes or becomes restricted.

Work offers made by managers/supervisors much comply with the weekly hour limits specified on your visa (10 or 20 hours per week, Monday to Sunday). Any exception to these limits offered can only be made during a formal vacation period or approved work placement. Evidence of the vacation period or work placement must be provided before work is undertaken.

Working in multiple roles / for multiple employers

If you work for more than one employer or manager, please note that any the weekly hour limit applies to your combined total, across all roles, including both paid and voluntary work. 

Completed Studies

Once you have completed all academic requirements of your course (such as submitting a dissertation or completing exams, including any necessary corrections) in a vacation period you must provide evidence of course completion. 

Once this evidence is provided to Imperial, you can work more than 10 or 20 hours per week until your visa expiry date. However, if your UK Immigration status changes before the Student Visa expiry date (i.e. the student moves to another immigration category e.g. Skilled Worker visa) a new right to work check will be required before any more work is offered or undertaken.

Everyone at Imperial is expected to fulfil our values of: Respect, Collaboration, Integrity, Innovation and Excellence

Please visit the Imperial Values website for more information.

You may find that your assignment means you need to work at various campuses. Imperial has a number of campuses in London and the South East.  Further information on our campus locations, including maps and transport information can be viewed on our campuses and maps page.

A shuttle bus service is available for Imperial students and staff, providing free transport between the South Kensington, White City and Hammersmith campuses on weekdays. For the latest information on pickup points and timetable, please click here.

If you no longer wish to undertake assignments with Imperial College, please complete this form and we will issue your P45.

Alternatively, if you have any queries regarding ending your assignment please e-mail us on casualworkerteam@imperial.ac.uk 

Access to College emails, IT systems and buildings

• Casual workers will automatically be given access to Imperial’s  computer network and provided with an Imperial email address and user name.  This will be based on their College Identification Number (CID). If you are not aware of your Imperial e-mail address or CID number please contact casualworkerteam@imperial.ac.uk
• New non-student casual workers will be provided with a CIDwhen onboarded as a worker.  In order to activate Imperial network access and IT facilities, the worker should follow this link: https://www.imperial.ac.uk/ict/activateaccount/
• Read the webpage and scroll to the bottom of the page to click ‘accept’.

Step 1: Activate an Imperial account

1. Go to Activate account - https://www.imperial.ac.uk/ict/activateaccount.
2. Read the Terms and conditions of use shown and click on the Accept button.
3. Enter your full name as provided in your onboarding application forms.
4. Enter your date of birth.
5. Enter the College Identity (CID) card number. Find out about CIDs at: College accounts and CIDs
6. Create a password and confirm it by entering it a second time.
7. Click the Activate account button.

If the details are correct, your Imperial account will be activated and your account and email address will be displayed. 

Step  2: Log into your email to get your username

• To access your Imperial email go to: https://www.imperial.ac.uk/admin-services/ict/self-service/connect-communicate/email/
• Click on ‘Access Office 365' and enter your username and password.

• Every payment made to a casual worker is supported by a payslip giving details of tax, national insurance and other deductions (if any). 
• Payslips 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. 
• Paper payslips are not provided.
• P60s provide an annual summary of earnings and tax and national insurance which has been deducted.  They are issued annually in late April or early May for the UK tax year which ends on 5 April each year.  They can be accessed on-line using the same address as for payslips.  Paper P60s will not be issued.

If you have any questions or issues that are not covered on this page, please take a look at our frequently asked questions.

For queries relating to pensions, please see this link.

If you have been paid less than expected, it could be because of a deduction from HMRC. Depending on your personal tax situation, you may need to pay income tax and National Insurance. HMRC calculates your tax based on your monthly salary, assuming you’ll earn that amount each month for the entire tax year (which runs from 6^th April to 5^th April). They spread your Personal Allowance (£12,570 for 2023/2024) across the year, so you might pay income tax in some months. If you believe you have paid too much tax, you can apply for a tax rebate via HMRC.