Guidance for casuals working via Unitemps

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Unitemps application process

All casual positions will be advertised on the Unitemps web site and you will need to apply for the position and follow the recruitment process. This typically involves submitting your CV and writing a covering letter, or answering questions based on your skills and experience related to the role.

If, in exceptional circumstances your manager has identified you for a position, they will complete the required steps to initiate the recruitment. An email to your personal or student email account will be sent to you by your hiring manager to apply for the job via Unitemps, which will involve creating a Unitemps profile if you don't already have one. Please complete the application as soon as possible after receiving the email request, including creating your Unitemps profile if you do not already have one.

Please ensure that you supply the University with your correct email address, as all communication from us, including any account activations will be by email.

Proof of your right to work in the UK

As part of the recruitment process, you will need to present your eligibility to work in the UK documentation to show proof of right to work in the UK. It is important that this takes place as soon as possible as your assignment letter cannot be issued for you to work until this documentation has been seen. The University has recently engaged with a digital right to work check provide, Yoti, which provides the option for UK/Irish nationals with a current passport to complete a right to work digitally instead of in-person.

For UK/Irish nationals, you will need to provide your passport as part of your right to work check.  If you use the digital provider, you will also take a selfie as part of the process.

For UK/Irish nationals without a current passport, please see information on accepted documents for a manual in-person right to work check.

If you are a UK/Irish national, but you don't want to use the digital provider, you can present your passport (this must be an in-date passport) in-person as part of your right to work check.  Please follow the link to our guidance for manual right to work checks.

Visa holders

If you are on a visa, as part of the right to work check you will need to provide a share code from the Home Office on-line service so that we can verify your right to work status.

If you are a student casual worker working in the UK on a student visa, in addition to your right to work in the UK documentation, you will also need to provide the recruiting team with a letter from your place of study confirming your official term-time dates, through a student status letter, issued within three months of your assignment start date, for the current year and where relevant, a course completion letter, at the end of the course.  You can request this from the University Online Store.

If you are a student casual worker working in the UK on a student visa, you will also be asked to complete and sign a declaration to confirm that you understand your visa working restrictions.

We recognise that certain visa restrictions apply to some casual workers and you are required to provide all relevant evidence as part of your check.

It is the casual workers responsibility to ensure that they keep to the terms of their visa.

Working in the UK for casual workers

For other visa queries, for example skilled visa, or for general queries regarding the right to work check requirements please contact the Flexible Staffing team.

Letter of assignment

Once all the above information has been received by the Flexible Staffing team, your casual worker record will be set up, and you will be issued with a ‘Letter of Assignment’ by email. This email will contain the key details and summary terms and conditions document covering all aspects of the working arrangements including, but not limited to, confidentiality, holiday, sickness absence, pension scheme information and health and safety.

You should not start working at the University until your letter of assignment has been received. You will need to liaise with your assigned contact within the school/department in relation to your hours of work and the completion of your timesheets.

Induction and training

You will be taken through an induction process specific for your particular role and workplace by your school/department contact. The induction will include, but is not limited to, a tour of the workplace facilities and health and safety procedures.

You will be provided with adequate training for the tasks you have been engaged to complete, where necessary and appropriate. Training will normally take place on the first day of the assignment.

Timesheets and pay dates

In order to receive payment for the casual work you have completed, you will need to submit timesheets on a weekly basis.  Your line manager will inform you of the process in your school/department, as part of your induction.

Your timesheets will be completed by entering them via the Unitemps web site. This will require the appropriate approval from your school/department contact authorising the hours you have worked, local practices vary in terms of whom authorises a casual worker's pay. Please consult with your school/department contact for any queries as Payroll will be unable to process a timesheet without the correct authorisation.

Timesheets should be submitted and completed weekly. Approved timesheets will be processed by Payroll for payment on the official pay date for that month.  Any timesheets received in Payroll after that date will be paid on the official pay date for the following month.

You will be able to enter timesheets for up to 8 weeks.  After 8 weeks of no timesheet submissions, your assignment will automatically close.  It is, therefore, really important that timesheets are entered promptly.

You will also need to access the University platform, UniCore, which is where you will submit your personal information, bank details and view payslips. It is important that your personal details and bank information is entered in full in UniCore, as these are required for a payment to be made to you. You will receive log in information for UniCore on your first day. If you have worked for the University before, you may already have log in details; if you are unsure please get in touch with the team at flexiblestaffing@nottingham.ac.uk.

Pay dates

Pay day for all staff is the penultimate working day of each month. Please refer to the Unitemps information hub for your timesheet deadlines.

Hours of work

Your hours of work will be arranged by the assigned contact within the school/department. These are likely to vary throughout the duration of your assignment as this will depend on the requirements of the school/department. You are advised to keep a record of your hours worked to assist you in completing your weekly timesheet accurately.

Rate of pay

Your hourly rate of pay will be quoted on the letter of assignment. This will have been pre-agreed within the school/department, in alignment with the University's salary scales. Should you have any queries regarding this, please speak to your contact within the relevant school/department.

Accessing payslips

In UniCore you can access and download your payslips, including P60’s where relevant. Payslips will be available in line with the pay dates. Each time you receive a new payslip it is good practice to review it to ensure all the details are correct.  Click here for further guidance on this.

It is important that the contact information the University holds about you is correct and up-to-date; please ensure that you check your personal details section in UniCore on a regular basis.

Extension of an assignment

On occasion, and by mutual agreement, casual worker assignments may be extended in order for a piece of work to be completed. The contact within the school/department will be required to submit an extension request in advance of the original projected end date as this will require approval by the budget holder, before the Flexible Staffing team and Payroll are able to implement this change.

Termination

Your Unitemps assignment will be closed down after 8 weeks of no work or timesheet submissions when you have completed the tasks for which you have been engaged to do. Please ensure that you enter timesheets promptly to prevent closure when work is still ongoing. The University has no obligation to offer any other work or assignments in the future. Both parties are able to terminate the casual working arrangement at any time during the assignment.