Additional hours/work for existing staff (employees)

The University is committed to ensuring that all members of its workforce are engaged on the most appropriate contract and that this engagement is completed in a transparent and fair way.

The University recognises that there may be occasions where it is necessary to for existing employees to undertake additional hours of work.  The flowchart below has been developed to assist you to determine the appropriate process to use when engaging an existing member of staff (employee) to undertake additional work.

Summary

Determining the appropriate process

The flowchart below has been developed to assist you to determine the appropriate process to use when engaging an existing member of staff (employee) to undertake additional work.

Additional hours

Please Note : If a casual worker was to be offered regular or guaranteed hours with the expectation of them accepting such work, it is likely that the relationship would change to that of an employee. As a casual working relationship may change over time, it is essential that managers regularly review these arrangements to ensure the individual has the appropriate employment status.

Should you have any queries about engaging existing staff to undertake additional hours, please contact your Faculty HR Team Contact.

Overtime

Overtime

Overtime is defined as hours worked over and above the contractual hours detailed in an individual's contract of employment.

Grades 1 to 6

Payment can be made to staff in Grades 1 to 6 inclusive in respect of any additional hours worked, and previously agreed with the individual member of staff's manager, in excess of the contractual norm.

Grades 7 and above

Overtime is not available for staff on these grades who are contracted to have a nominal 35 hour week (or pro rata of 35 hours per week) and are expected to work flexibly around this to meet the needs of the role.

Overtime Form: Certified claim for overtime worked

Further information about overtime is available in guidance about additional payments.

Casual work

Casual work

Additional (casual) work undertaken by an existing employee would be activities that are completely separate from their regularly paid (monthly salary), contractual post (employee).

If the individual you wish to engage on a casual contract is not an existing employee, please refer to the casual process.

Before engaging an individual to undertake work within the University, please use the payment decision tree.  This tool has been develop to support you to determine the appropriate contract of employment and method of payment for services delivered to the University by an individual, or individuals, acting in their own right or employees of an organisation or business.

Registration for casual work

Staff undertaking casual work in addition to their main University role should be engaged through the casual worker engagement process

It is essential that staff undertaking casual work:

The host department will be responsible for:

  • Consulting with the home department to agree the engagement before proceeding.
  • Conducting an Eligibility to Work (ETW) Check (if this process was introduced following the individuals start of main employment).
  • Return ETW (if applicable) and Registration Form to HR by email (hr-registration@sheffield.ac.uk).
  • Recording hours, rate of pay and applying holiday pay for legislative purposes and submitting this to payroll via the Casual Worker (existing staff) Payment Spreadsheet [xls].
  • Ensuring that this additional work does not impact on the individual's substantive post and that the individual does not exceed 48hr working week.

Click here to view the full registration process.

Wage types and pay rates

Please note the codes below are ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

From 6 April 2019 new legislation will require employers to provide itemised payslips to all casual workers, which show the hours where their pay varies by the amount of time they have worked.  To ensure that the University complies with this legislation, the wage types and pay rates below should be used for all casual work (the codes below differ for existing staff undertaking casual work for the purposes of payment only).    In order to support principles of equal pay for work of equal value, hourly rates are linked to the first point on each of the nine University of Sheffield grades.

Before offering work to a casual worker, departments should first determine the type of role and associated hourly rate from the structure below.  It is important to repeat this process for each separate engagement the individual subsequently works.

Casual workers are entitled to paid holiday (Wage Type 3C12).  Payment for holiday cannot be included in an hourly rate (known as `rolled up holiday pay´), as this is unlawful.  Please see Annual Leave Arrangements for Workers for more information.

Please contact Jo Schofield should the rates below prove insufficient to secure the specialist services of an individual.

Holiday Pay

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Further Information
3C12 Holiday Pay Payment for holiday cannot be included in an hourly rate (known as `rolled up holiday pay´), as this is unlawful. Please see Annual Leave Arrangements for Workers for more information.
Facilities Support

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C01 Cleaning Staff Providing cleaning support - cleaning of offices/communal facilities. Cleaner, Domestic Assistant 1.3 £9.17
3C01 Catering Staff Providing catering/hospitality support - taking customers’ payments, food preparation, simple cooking tasks and service duties. Catering Assistant, Waiter, Kitchen Porter, Kitchen Assistant, House Keeper 1.3 £9.17
3C01 Bar Staff Providing bar support - taking orders, preparing drinks and cleaning bar area and equipment. Bar Staff 1.3 £9.17
3C01 Facilities Support Providing facilities support - patrolling the premises, monitoring security, groundskeeping. Portering, Congierge, Security, Landscaping 2.2 £9.34
3C01 Event Support Providing support for events, attendance monitoring, event promotion, room set up, assistance during the event. Cloakroom Attendant, Flyering, Trainee Student Ambassador 1.3 £9.17

Please note that example activities and example job titles are provided as a guide.  If you are uncertain about the appropriate equivalent grade for the role, please consult the Grade Profiles or seek advice from your Faculty HR Contact.

Clerical/Administrative Support

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C02 Cler/Admin L1 Providing basic clerical support - data input, filing, photocopying. Data Entry Clerk, Filing Assistant 1.3 £9.17
3C02 Cler/Admin L2 Providing general clerical support - word processing, note taking, marketing support, arranging travel and accommodation, sorting mail. Office Assistant 2.2 £9.34
3C02 Cler/Admin L3 Providing specialised clerical support - knowledge of specialist software/systems to undertake data management, maintaining electronic records and databases. Customer Service Assistant 3.1 £9.69

Please note that example activities and example job titles are provided as a guide.  If you are uncertain about the appropriate equivalent grade for the role, please consult the Grade Profiles or seek advice from your Faculty HR Contact.

Student Support and Assessment

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C03 Student Sup L1 Providing basic student support - support for student open days/events/school visits. Student Ambassador 2.2 £9.34
3C03 Student Sup L2 Providing general student support - supporting open days, student recruitment activities, ceremonies, Intro Week events and careers workshops. Senior Student Ambassador 3.1 £9.69
3C03 Student Sup L3 Providing support for students or assessment - proof reading documentation, transcribing/translating interviews, roleplay acting for the purposes of teaching or assessment. Audio Transcriber, Proof Reading, Actors, Translator, Interpreter 4.1 £10.75
3C03 Student Sup L4 Providing support for students or assessment - translating written material, acting as an interpreter at an interview. Translator, Interpreter 5.1 £12.28
3C03 Student Sup L5 Providing support for students or assessment - contributing to the assessment of students. Academic Marker, Assessor 6.1 £14.64
3C03 Student Sup L6 Providing support for students or assessment - contributing to the assessment of students which requires more specialist expertise. Academic Marker, Assessor 7.1 £17.46

Please note that example activities and example job titles are provided as a guide.  If you are uncertain about the appropriate equivalent grade for the role, please consult the Grade Profiles or seek advice from your Faculty HR Contact.

Invigilators

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C04 Invigilator L1 Invigilating - assisting the Chief Invigilators with the laying out of exam papers and stationery, getting students into the hall and sat down, ID checking, attendance monitoring, exam script collection counting and packing. Assistant Invigilator 2.2 £9.34
3C04 Invigilator L2 Invigilating - assisting/deputising for the Chief Invigilator, mentoring new assistants, in addition to all Assistant Invigilator duties as stated above. Senior Invigilator 3.1 £9.69
3C04 Invigilator L3 Invigilating - planning of exam hall, managing exam hall, managing assistants and seniors, opening and closing exam announcements, dealing with and reporting incidents and queries. Chief Invigilator 6.1 £14.64

Technical Support

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C05 Tech Sup L1 Providing basic technical support - moving and storing equipment, assisting with deliveries or maintenance. Technical Assistant, Maintainence Assistant 2.2 £9.34
3C05 Tech Sup L2 Providing technical support - supporting planned maintence and repairs, IT support and set-up for conference. Maintenance Technician, IT Technician 3.1 £9.69
3C05 Tech Sup L3 Providing technical support - carrying out specific technical activity for scheduled maintenance which requires specific knowledge or skills. Carpenter, Painter, Decorator, Graphic Design 4.1 £10.75
3C05 Tech Sup L4 Providing specialist technical support - performing specialist activities which require specific knowledge or skills. Web Design, Photographer 5.1 £12.28

Please note that example activities and example job titles are provided as a guide.  If you are uncertain about the appropriate equivalent grade for the role, please consult the Grade Profiles or seek advice from your Faculty HR Contact.

Teaching

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C06 Teaching L1 Delivering teaching, tutoring and demonstrating. Teaching Assistant, Tutor, Lab Demonstrator (Includes Lecture Fees) 6.1 £14.64
3C06 Teaching L2 Delivering general teaching, tutoring and supervision. Teaching Associate, Advanced Tutor, Teaching Instructor (Includes Lecture Fees) 7.1 £17.46
3C06 Teaching L3 Delivering specialised teaching, tutoring and supervision. University Teacher, Lecturer (Includes Lecture Fees) 8.1 £22.75
3C06 Teaching L4 Delivering highly specialised teaching, tutoring and supervision. Senior University Teacher, Guest Speakers (Includes Lecture Fees) 9.1 £28.80

PLEASE USE THESE CODES FOR UNIVERSITY TEACHING ONLY.

Please note that example activities and example job titles are provided as a guide.  If you are uncertain about the appropriate equivalent grade for the role, please consult the Grade Profiles or seek advice from your Faculty HR Contact.

Research

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C07 Research L1 Providing support for research activity - design, set up and running of experiments. Research Assistant, Research Developer 6.1 £14.64
3C07 Research L2 Providing support for research activity - contributing to research proposals and/or plans for research programmes. Research Associate 7.1 £17.46
3C07 Research L3 Providing support for research activity - contributing to the initiation, development and management of research programmes. Research Fellow 8.1 £22.75
3C07 Research L4 Providing support for research activity - contributing to highly specialised/innovative research. Senior Research Fellow 9.1 £28.80

Please note that example activities and example job titles are provided as a guide.  If you are uncertain about the appropriate equivalent grade for the role, please consult the Grade Profiles or seek advice from your Faculty HR Contact.

Clinical Teaching

Please note this code is ONLY for use for existing staff (employees) undertaking genuine casual work.  If you are uncertain whether the work is casual, please consult the guidance on determining the appropriate contact type or seek advice from your Faculty HR Contact.

Code Wage Type Example Activities Example Job Title Grade Hourly Rate
3C08 Clin Teach L1 Delivering general teaching, tutoring and supervision (Clinical ONLY). Clinical ONLY - Teaching Associate/Advanced Tutor/Teaching Instructor (Includes Lecture Fees) 7.1 £17.46
3C08 Clin Teach L2 Delivering specialised teaching, tutoring and supervision (Clinical ONLY). Clinical ONLY - University Teacher/Lecturer (Includes Lecture Fees) 8.1 £22.75
3C08 Clin Teach L3 Delivering highly specialised teaching, tutoring and supervision (Clinical ONLY). Clinical ONLY - Senior Teachers/Lecturers, Lecture Fees, Guest Speakers 9.1 £28.80

Please note that example activities and example job titles are provided as a guide.  If you are uncertain about the appropriate equivalent grade for the role, please consult the Grade Profiles or seek advice from your Faculty HR Contact.

Please contact Jo Schofield should the rates above prove insufficient to secure the specialist services of an individual.

Other

If you need an existing member of staff to undertake additional work which is not overtime or genuine casual work, please contact Jo Schofield on ext. 21742.