Casual payment process

Short-term or ad hoc ‘casual workers’ are paid in arrears by BACS transfer directly into the individual’s bank account, following receipt by Payroll of a Casual Payment Submission Spreadsheet (878kb) submitted by a member of the departmental administrative/HR team.  A payslip will be produced advising the casual worker of gross pay, deductions, and net pay.

The period of engagement for a casual worker should not exceed 12 weeks (or one calendar year in the case of casual teachers).  If the period of engagement is expected to exceed this, the individual should be employed on a University contract of employment.  Refer to the Personnel Services guidance on Employment status for more information. 

Casual workers are subject to the same immigration and right to work checks as regular employees.  For more information, refer to the Staff Immigration guidance on Right to Work

Full guidance on the process for setting up casual worker records in CoreHR, administering payments and ending casual appointments, can be found in the Quick Reference Guide PA11 Managing Casual Worker Records (1,413kb).  See also PA12 Completing the payment submission spreadsheet for casuals (490kb) for guidance on this aspect of the process only. 

Details of the process for users of the HRIS Data Service is available on the Data Service SharePoint site. 

Appointing a new casual worker

The steps below provide an overview of the process for appointing a new casual worker/teacher: 

  1. A new casual worker is identified.  An hourly rate of pay must be agreed – this must correspond to the appropriate grade for the work undertaken. 

  2. A right to work check must be done before the worker undertakes any work. 

  3. The manager must notify their administrative/HR team about a new casual worker, before the worker undertakes any work, in accordance with the department's local procedures (departments using the HRIS Data Service should follow the guidance on the Data Services SharePoint site). 

  4. If the casual worker does not have a current casual appointment for the same type of work (same sub-category) in the same department on CoreHR, the administrative/HR team will need to create a CoreHR appointment for them.  All new appointments should be completed (i.e. commenced and approved) by the published casual payroll deadline, following the guidance in PA11 Managing Casual Worker Records (1,413kb)(failure to complete the setup will result in the payment being rejected when the payment spreadsheet is imported). 

  5. Details of a valid right to work check must be entered onto the CoreHR record before any payments are submitted to Payroll.  Failure to enter details of a valid right to work check into CoreHR may lead to the worker’s pay being withheld.  A casual letter of engagement or casual teacher contract for services must be provided to the worker, along with a Staff starter form (63kb)to collect equality data required for HESA, as detailed in sections D2 and E of QRG PA11. 

  6. The department (HR or line manager – depending on local procedures) must complete a Casual Payment Submission Spreadsheet (878kb) with details of payments for all casual workers to be paid that month (one form per month).  The spreadsheet must be password protected and e-mailed to payroll.casuals@admin.ox.ac.uk by the published casual payroll deadline.  All payments must be recorded as an hourly rate against hours worked.  See the Casual Payment Spreadsheet Online Guide , or PA12 Completing the payment submission spreadsheet for casuals (490kb), for guidance on completing the spreadsheet. 

  7. The Payroll office will upload all payment spreadsheets directly to the CorePay module.  If spreadsheets are not completed correctly payment could be delayed until the following month.

Paying an existing casual worker

If the casual worker/teacher already has a current record in the department for the same type of work (same sub-category), you should submit further payments on the Casual Payment Submission Spreadsheet (878kb)

Departments must check that the casual worker has a valid right to work record on CoreHR before submitting the spreadsheet, otherwise payment could be withheld (see section D1 of PA11 PA11 Managing Casual Worker Records (1,413kb).

When a casual worker leaves

Managers must follow their department’s procedure to notify their administration/HR team of a casual leaver. Departments should then close down the record in CoreHR. The final payment must be processed through payroll before the casual is made a leaver on CoreHR. Follow guidance in section J of PA11 Managing Casual Worker Records (1,413kb)

Payroll will issue the casual worker/teacher with a P45 once the record has been ended in CoreHR. P45’s will be sent to the home address recorded on CoreHR at the time of closure. It is essential that these addresses are confirmed with the worker as their current home address. The P45 will be required by the worker to present to their next employer.

The Payroll office manages over 4,000 active individual records every year. We are required to issue a P60 (certificate of earnings in the tax year) to all individuals whose record is "live" at the end of each tax year. The University is charged for each P60 printed so to keep this extra cost to a minimum it is essential that dormant records are closed.

Right to work compliance for casual workers

The Staff Immigration Team in Personnel Services monitor the presence and accuracy of right to work data in the CoreHR system, as well as weekly working hours for Tier 4 workers, and may withhold payment in cases of apparent non-compliance. Departments will be contacted by the Staff Immigration Team if a payment is submitted for a casual where there is no valid right to work record on CoreHR, or where they appear to have exceeded the hours restriction on their visa. See the Casual Payment Process Monthly Timeline (215kb) which shows when during the month you may contacted with queries from Payroll and the Staff Immigration Team.

Casuals - frequently asked questions

See also see our casuals payment process FAQs.

Contact details

For further information, please contact:
Payroll team
Telephone: 01865 (6)16301
Email: payroll.casuals@admin.ox.ac.uk