Changes to Casual Worker Processes

The processes by which Casual Workers are registered and paid have been reviewed and reformed to make Casual Worker Processthem more efficient, reducing the workload right across the process. Following a successful pilot, the new process will be rolled-out across the University from 1 July 2013.

The key improvements delivered by this process change are:

Registration Process

  • Registration form re-designed to make it easier to complete
  • Registration forms sent electronically to a central HR email address, hr-registration@sheffield.ac.uk
  • New functionality introduced for myTeam allowing users to check the status of a Worker and look for the Worker's payroll number
  • Re-designed process for registering re-entrants
  • Bank Worker Agreement replaced by Casual Worker Agreement, available as a web page, removes the need to print, complete and store paper work. 

Claims Process

  • Use of Certified Claim Form for the Payment of Bank Workers discontinued
  • Claims now submitted by Departments on a spreadsheet to Payroll using a central email address casualpayroll@sheffield.ac.uk
  • Claim Spreadsheet, once populated, works out amount of annual leave paid to Workers.

The pilot, which is still running, began on 1 March and has now been rolled-out to over 30 departments or sections. During the pilot the following benefits have been realised:

  • Around 8,000 sheets of paper saved
  • 74% reduction in time taken to register Workers in HR once forms authorised by the Department engaging the Worker
  • 65% reduction in the number of advances paid per month to Workers
  • 203% increase in the number of claims which can be processed per minute in the Payroll Office.

As part of the work to evaluate the pilot users were asked to provide their feedback and were asked to rate the pilot and legacy process out of 5 in terms of ease of use and efficiency:

  • The average rating given for the pilot registration process was 43% higher than for the comparable legacy process
  • The average rating given for the pilot claims process was 72% higher than for the comparable legacy process.

If you would like to read more about the project charts please click here. The flow charts detailing the new processes are available from the link on the right hand side of this page.