Recruiting Casual Staff

In the DSE many teams use Casual Staff for temporary short-term work that arises that can’t be filled via a fixed term contract. It can also be used for occasional work such as Exam Invigilators or support with Registration during Welcome.

Please follow the step by step guide to recruiting Casual Staff:

1. Permission should be sought and agreed by the Budget Holder to recruit a Casual Staff Member
2. The PCMF (Post and Contract Management Spreadsheet) should be completed by a relevant individual i.e. the budget holder or the Manager recruiting.
3. All columns should be corrected completed. Missing information can delay the process.
4. Once complete the PCMF should be sent by email to dse-pcmf@manchester.ac.uk (if you are submitting the request on behalf of the budget holder please ensure you CC them into the email),
5. The request will go through a series of approvals including authorisation by the Director for the Student Experience, the Head of DSE Finance and the Registrar and Chief Operating Officer.
6. The approval process can take up to 14 working days. Once approved the requester will be notified by email.
7. A Casual Appointment Request Form (CAS1) now needs to be completed by the Line Manager – to be sent to people.casuals@manchester.ac.uk with approval email for the post set up. If there is an existing post for this role, please add the post number to the CAS1. People casuals with will then send a verified CAS1 to you confirming the new post number or extension to an existing post.

In the meantime, the Casual Staff Member should complete the following documentation

1. Casual Notification of Appointment (CAS2) (The University of Manchester) completed by the Ambassador and then signed by the Line Manager
2. Casual Bank Details and Equal Opportunities Monitoring Information (CAS3) (The University of Manchester) completed by the Casual Staff Member
3. The new Starter checklist (manchester.ac.uk) completed by the Casual Staff Member
4. Once all the forms are completed please email them to people.casuals@manchester.ac.uk including the verified CAS1.
5. You may also be asked by colleague in People and OD to complete the relevant Right to work checks | Directorate of People and Organisational Development
6. People and OD will confirm the individual has been set-up on the system via email. Once this is done the individual can commence work.
7. You should keep a local record and submit details of hour’s worked and statutory annual leave to be paid via the On Line Timesheet System, in accordance with the payroll deadlines.
8. Only individuals who have completed the training are approved to authorise timesheets in the Online System.
9. If your Casual Staff Member needs access to University systems you should log a ticket with IT Services for the creation of a IT Account. Please bear in mind that the creation of new IT and Email Accounts can take up to 5 working days. This should be factored into your recruitment timeline and agreed start date. 

Important Information

• Casuals are paid through the end of month payroll and as such are subject to PAYE tax and NI deductions if appropriate.
• Casuals are only paid for the hours they work and should be employed for up to 13 weeks
• Casuals have an end date in the HR system, usually based on the dates supplied in the original CAS1 form. If you extend your Casual beyond the original agreed date you will need to undertake steps 1 – 6 again and once approved notify People and OD.
• If you do not have agreement to extend the casual their IT Access will be terminated as per the original declared end date. This may interfere with any work they are carrying out.