Casual Payments Guidance

Employee No

• Enter employee no where known.

Department

• The name of the department where the casual work is occuring.

Department Code

• The paying department's departmental code, in most cases this is the first two characters of the cost centre. This code helps identify the authorised signature required.

Title

• Please select a title from the drop down list.

Initials

• The initials of the forenames only.

Forenames

• Two forenames can be entered onto the system.

Surname

• Please enter the family name shown on the passport.

Gender

• A mandatory field.
• Male / Female; this is essential as it is not always obvious from the names and titles.

Date of Birth

• Necessary to determine the NI category to use particularly in cases where payments are to someone over state pension age or under 16 years old.
• Please use dd/mm/yyyy format

NI Number

• All British nationals over 16 years old will have an NI Number.
• If no NI number enter their nationality. It is the departments' responsibility to assess if a work permit is needed for non-British nationals. You should encourage the individual to apply for a NINO at the Job Centre Plus Office.
• Make sure you are complying with the work permit regulations; advice should be sought from the Works Permit Desk, telephone 80994 or 89912 if you have any queries. The same restrictions apply to both Casual Payroll and Main Payroll.
• NI number format is 2 alphas 6 numeric 1 alpha.
• Temporary numbers are no longer accepted by HMRC.

Payslip Address

• This should be the safest address for secure delivery of the payslip and can be any preferred address, work, or home.
• Remember that tax forms may be sent to this address several weeks after the employee has ceased working for you so a home address is preferable.

Home Address

• Please provide a home address when the payslip is being sent to a department or other work address

Start and End date

• Please confirm the dates from their casual letter of engagement

HESA

• This information is required by the Higher Education Statistics Agency and further information regarding this section should be sought from the Staff Records Section on (2)70067; or on the Personnel Services website.

Bank Details

• Bank details should be obtained wherever possible. A bank transfer is safer and quicker than a cheque. Some cheques are never presented and the recipients can be too difficult to trace for reissues to be made.

Sort Code

• Taken from the cheque book etc. e.g. 01-01-01.

Bank Name

• Can be either bank or building society.

Account No.

• Maximum of 8 digits e.g. 12345678.
• Where anything other than 8 digits is quoted, the payment will default to a cheque.
• Lloyds Bank often needs to have a lead zero added. Nat West sometimes quotes 9 digits, you will need to verify which eight digits are correct.
• If you are requesting a payment into a foreign bank, ensure that the IBAN number is quoted where applicable. Make sure the casual worker is aware the payments into foreign accounts take significantly longer to transfer.
• In exceptional circumstances open cheques can be raised for those without UK bank accounts. The maximum amount for an open cheque is £500. This method of payment is not recommended.

B/Soc Ref

• This field is still necessary for some types of building society accounts but not all. Maximum of 18 characters and can be a mixture of alpha and numeric.

Reason for payment

• This determines which element is used on the system and provides the description for the casual worker on their pay advice e.g. Examination Fee, Casual Labour, Clerical Assistance etc. Please select from the drop down list.
• Do not call anything "honorarium"; more information is needed.
• The element that is selected automatically inserts the natural account code into the Oracle account string. Be as descriptive as possible of duties performed and avoid general descriptions such as "Admin".
• Holiday pay should be listed on a separate line so that it can be entered separately from the fee and therefore easily identifiable on the payslip and reporting purposes.

Casual  worker hourly rate

• Please refer to the Personnel web site for guidance on the appropriate hourly rate or teaching and related values to be paid.

Units

• Enter the number of hours or units to be paid at the hourly rate or teaching value selected.

Gross Value to be paid

• This will calculate automatically if the two previous fields are completed

GL Cost Centre

PR Project

• Make sure that the cost centre or project code quoted is open and not suspended. Unopened or suspended cost centres will be rejected by the Payroll system and may cause delays in payment.
• GL Cost Centre must be 6 characters.
• PR Project code must be 7 characters.

GL Activity

PR Task

• Ensure that the two types of code are not mixed together e.g. Cost Centre with Task and Project with Activity.
• GL Activity is 2 numeric.
• PR Task can be alpha or numeric and can be either 1 or 2 characters long. Do not enter a lead zero if only 1 character should be used.

GL Source of Funds

PR Award

• Ensure that the two types of code are not mixed together.
• GL Source of Funds must be 5 characters.
• PR Award must be 5 characters.

Period that payment covers

• Give the first day of working and the last day of working.
• Payments will not be processed in advance of the last day of working.

Tax Forms P45's & P46's

Please send originals not photocopies

• Please attach the P45 if submitted.
• If there is no P45 submitted the casual employee must complete either a P46 or P38(s) whichever is appropriate.
• Ensure that the tax form is signed and dated. If not, the form will be disregarded and 0T tax code operated regardless of the value of the payment.
• You are no longer required to send a photocopy of the tax form with each submission, only the original with the first CPF submitted. Nor it is necessary to renew the tax form at the beginning of each tax year.

N.B P6 notification of tax codes received from HMRC will override any tax forms completed by the individual.

Authorised Payroll Signature

• The originals of the authorised signature form are retained by Casual Payroll. If it is necessary to add or delete anyone, please request the form for updating. If all your signatories are away simultaneously and a temporary signature is required, let Casual Payroll know as soon as possible. The form can either be amended permanently or, email the Casual Payroll team to notify them of the duration of the cover and the name of temporary signatory.

Where any data is missing or obviously incorrect, e.g. cost centres mixed between GL and PR, the form will be returned to the department for correction. The increased work involved in the enforced changes made by HMRC will mean that due to time constraints the Casual Payroll team will no longer be able to chase these omissions by phone or email. The returning of the forms to the departments for correction will inevitably create a delay in the payment being processed.