Frequently Asked Questions

No. The department should advise the worker not to start until they have had a right to work check. The department should inform the Casual Worker Team that they wish to utilise a new worker by inputting a Requirement Schedule into the Casual Worker Management System. If the worker's right to work information does not automatically populate upon entering the CID, the worker is not registered. The Casual Worker Team will contact the individual and ensure they have completed their right to work check. The Team will then cc the Hiring Manager and Authoriser in the confirmation to the email, signalling that right to work has been checked and the worker can begin their assignment.

The Casual Worker Team will contact the worker, the departmental approver and hiring manager when the right to work is coming to an end. The Casual Worker Team will then arrange a follow up right to work check with the worker. The Team will then email the department to confirm that the follow up check has been completed. If you do not receive such an email, the worker cannot work past the expiration of their right to work.

A worker with restrictions on the amount of hours they can work per week is visible when the CID is entered on the Requirement Schedule. Equally, the same information is available on the Registered Casual Worker List. It is then down to the worker and manager to ensure that the worker does not breach these restrictions, especially when the worker is working for different managers or departments.

The Casual Worker Timesheet app will not allow workers to submit timesheets for work that exceeds their visa restrictions.  However, because this is not until after the fact, it is crucial that departmental managers are aware of the number of hours worked by a worker, and whether they undertake any other casual work, to prevent a breach.

Our system will we be able to eliminate this risk for work undertaken within the College across multiple departments. However, workers are not able to record external working hours so if they work elsewhere, they must ensure they limit how many hours they can work in College so they do not breach their visa restrictions.

You can add requirements throughout the year as they become known.  Some requirements are planned and ideally would be added to the schedule at least three months ahead. Ad hoc requirements should be added as soon as they arise.

You can add requirements throughout the year as they become known.  Some requirements are planned and ideally would be added to the schedule at least three months ahead.  Ad hoc requirements should be added as soon as they arise.

No. The course or module is not required on the Requirements Schedule.

Yes.  That's correct.  You can use the Clone button to create a new RS with all the same information about the assignment, then add a different worker.

A new row is not needed for every assignment the worker will undertake.  As long as the additional activity fall under the same role only  Requirement Schedule is needed.  If activities are paid at different rates, a multi-rate role is recommended, which allows the worker to select from the available rates when entering a timesheet. If the assignment falls under a different "work type" or role, then an additional Requirement Schedule will be needed. 

Yes. Departments can decide which members of staff may have access to approve timesheets as a Hiring Manager (Level 1 approval) and which are able to approve timesheets as a Payroll Approver (Level 2 approval).  Payroll Approvers must be confirmed by the Faculty Finance Officer as having Pay8B approval for the cost centres they are charging casual work to.

The CHA replaces the LOU.  It will cover multiple roles that the worker might undertake with College.   Additional CHAs will only be required if the casual worker is undertaking a different type of work activitiy or a work activity that is at a different rate of pay.

One CHA will cover multiple roles, each with different standard pay rates.  The document will link to generic role descriptions and standard pay rates for each.  As long as the department is paying the standard rate or above then a single CHA will cover it.

No.  The CHA is an agreement between College and the worker.  It will apply to any casual work they undertake for any department, as long as it falls under the same 'work type'.

Please contact the Casual Worker team using the button above to discuss this further.

The CID will be included in the Casual Hours Agreement, which will be issued to the departmental authoriser, hiring manager and worker.

Please see the Worker payment section on the Hiring casual workers page for more details on this process. 

Yes.  The team should always be the first point of contact for any queries, as they can investigate the issue and liaise between the worker, department and/or payroll.

The Casual Worker Team will investigate pay deductions and be the first point of contact for pay queries from the workers. The team will liaise with Payroll if there are issues such as incorrect tax deductions. If there is then a dispute over pay amount the team will liaise with the department. 

Unfortunately, due to limitations of our systems, a worker can only be registered for one type of payment. As such, if a worker is on a fixed, part-time, or full-time contract with Imperial, they cannot be paid for casual work.

It may not be appropriate for a worker to be terminated at the end of their set assignment to avoid repeated onboarding processes. Workers may be engaged with other hiring departments or otherwise routinely undertake the same role. Workers should email the Casual Worker Team to be made a leaver if they will not be undertaking any further work.

For those with time-limited visas, their worker records will be terminated when their Right to Work ends. They are contacted prior to expiry so the Casual Worker Team may renew their Right to Work details where applicable and necessary.

A yearly exercise is conducted to terminate workers concluded as inactive.