Frequently Asked Questions
If your question is not answered here, contact the project team.
Populating the Requirements Schedule
Entering existing casual workers on the Requirements Schedule
Existing workers who are in the middle of an assignment should only be added to the Requirements Schedule when you know what their next assignment will be. The Requirements Schedule should only contain assignments that start after your go-live date when you hand over the worker setup activities to the Casual Worker Team.
Existing workers will complete their current assignment under their existing Letter of Understanding. They will be issued with a new Casual Hours Agreement (CHA) from their next assignment.
Can the same worker be added to multiple work assignments?
When you are ready to assign workers to the work requirements that were previously entered in the Requirements, you may find that you will assign the same worker to more than one of the assignments.
That is fine. A worker can be assigned to multiple assignments, even if the dates overlap. There is no need to consolidate the assignments into a single row in the Requirements Schedule.
How to give people access to the Requirements Schedule?
- Before they can be added, ask the person to enable Multi Factor Authentication on their account, using the instructions found here: https://www.imperial.ac.uk/admin-services/ict/self-service/be-secure/mfa/setup-mfa/. If they run into any difficulties with this process, they should contact the ICT ServiceDesk to request MFA is enabled, quoting their userid.
- Once that is done, email the project team firstname.lastname@example.org to request the person is added and informing the team that MFA has been enabled on their account.
After the initial role, is a new row required if the rate is different for the next task?
You do not necessarily need to add a new row if the next assignment for a worker is for the same work type and is in the same period. You only need to add a second row if there is a time gap between assignments or the next assignment is for a different work type.
If the new assignment immediately follows the previous one, without a gap, you could just increase the number of weeks in the original row. If you know the person will undertake a series of roles within the work type when you initially enter the row, the estimated number of weeks should include the entire period of their engagement, not just the initial role.
If there is a gap between assignments, then enter a second row with the start date of the second assignment and the estimated number of weeks, selecting the new role in the Initial Role column.
If the new assignment is for a different work type or for a non-standard role and rate, then add a new row in the Requirements Schedule.
If you prefer to add a row for each and every assignment, to track the total work in your department, that is also fine.
How does the CHA cover multiple assignments with different rates?
The Casual Hours Agreement specifies the hiring department, work type, and the initial role and points to a job description for that role that is published on the website for Casual Workers. It also mentions that the worker may be asked, under the same agreement, to undertake other roles within the same hiring department and work type and the job descriptions for those roles can also be found on the same webpage.
These job descriptions contain a high level list of duties and the rates. They have been agreed with each department before being published on the website. The Casual Hours Agreement for work types with standard roles and rates cannot be issued until the job descriptions have been published.
For work types and roles without standard duties and rates, a new Casual Hours Agreement is required for each assignment. The details of the role title, duties and rates are entered in the Comments column of the Requirements Schedule.
The same set of job descriptions is published on the webpage for departments hiring casual workers.
Where can I find the Requirements Schedule?
The Requirements Schedule is in Teams.
Under the Team called Casual Worker Requirements Schedule, you will find a private channel for your department. Click on that and go to the Files tab where you will find the Requirements Schedule.
We recommend you open it in the app, so it opens in Excel, rather than in Teams or in a browser.
Do I need to notify anyone when I add to the Requirements Schedule?
It is not necessary to notify anyone. When you save your changes in the Requirements Schedule, the Casual Worker Team is notified automatically.
The Casual Worker Team are processing the requirements based on the dates, so if your requirement is a few weeks in the future it may not be actioned immediately but that does not mean they are not aware of your entries.
Is there still a deadline each month for new starters?
There is no monthly deadline for new starters in the new process.
When hiring departments were collating all the paperwork for the payroll setup, there was a need to submit that paperwork early in the month so they could be setup on the payroll system in time for the payroll run.
In the new process, the Casual Worker Team are gathering the information directly from the new worker and setting them up in the payroll system as part of the onboarding process which is done before they start work. This can happen at any time.
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.
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.