Engaging Casual Workers

Registering New Casual Workers

When Casual Workers are first recruited they should complete the Registration Form for Payment of Workers (available from the right hand side of this page) and access the Registration Agreement for Casual Work. Casual Workers should then submit this form to the department for authorisation who should then send this to Human Resources by email (hr-registration@sheffield.ac.uk). When registering a new Casual Worker, you must ensure that an Eligibility to Work (ETW) Check has taken place. ETW evidence must be sent to HR along with the Registration Form, ETW evidence must be clear and legible. Each page must contain your name and signature as well as the date the check was performed. In order for a check to be valid you must include a copy of the front and back covers of the passport as well as the personal details page and any UK visas. If these details are not completed then the form will be returned to you by HR.

Process for registering workers.

Re-engaging Casual Workers

Should a worker not carry-out any Casual Work for a six month period their registration will lapse. Should they then be re-engaged you should contact Human Resources by email (hr-registration@sheffield.ac.uk) requesting this record is reactivated. In order for HR to activate the record you must provide: the workers name, Date of Birth, the type of work they will undertake, the department engaging the worker, the Grade and point of the work, their home address and their email address.

You can check whether a worker has a live record using the Casual Registration Checker accessed through myTeam

If you are re-engaging a Non-EEA national, an ETW check must be performed as their visa conditions may have changed since their last engagement. Include a copy of the front and back covers of the passport as well as the personal details page and any UK visas. If these details are not completed then the registration cannot be processed by HR.

Details of the re-entrant process.

Making Claims

Claims should be submitted to Payroll by email (casualpayroll@sheffield.ac.uk) using the Claim Spreadsheet, available from the right hand side of this page, this should contain claims for multiple workers.

Claims cannot be processed until the claimant has completed the "Registration Form for Payment of Workers" and this has been processed by Human Resources. When a registration form is processed the worker will receive an email with their Payroll number.

Casual worker change of personal or bank details

Claims process.

Tax/NI

In line with HMRC regulations, all fees are taxed at source. In order for the correct tax code to be applied to a workers earnings, the tax details check box on the Registration Form should be completed fully. If a Casual Workers Tax circumstances change they should contact Human Resources.

Payment for work

Claims can be submitted on a monthly or weekly basis, detailing the hours worked and rate of pay. In some cases this may be part way through an engagement. Claims may include more than one type of work, each paid at different rates.

Annual leave

For each period of work annual leave entitlement should be calculated. Payment sought for annual leave should be listed separately on the spreadsheet using the correct Wage Type. The Claims Spreadsheet will automatically calculate the correct amount of holiday pay.

Payment of expenses for Casual Workers

Payment may be provided for expenses incurred by the worker when carrying out the duties of their role, claims should be made using the Staff Expense Claim Form. The claimant should describe each travel/subsistence expense and the purpose for which incurred. All original receipts should be attached to the form, otherwise payment will not be processed. Credit/debit card receipts cannot be accepted as they do not itemise goods and services purchased, nor do they show the VAT element of the purchase.

Payment of non-receipted expenses can be processed via the Claims Spreadsheet.

Pay Rates

Please note that to ensure fairness and equality in the way that all employees and workers are compensated, University-wide rates are in use to determine pay for Casual Workers. These replace both University or departmentally-determined rates for teaching and demonstrating. Please ensure that these rates are used.