Temporary workers' information

All new temporary workers, or those who have been removed from our payroll system, must complete the Casual Claims Registration Form. Please do not move forward in the process until this form has been submitted. Please note that registration forms can take up to 7 days to be processed following submission.

If you’re experiencing a problem whilst applying and see an error message, this is because you have used this email address previously to complete an application for the University, therefore will need to use an alternative email address. 

If you are still experiencing difficulties, please contact the Temporary Resourcing Team at TemporaryResourcing@exeter.ac.uk before continuing, or try our PS Connect Portal, your starting point for Professional Services Support.

Overseas Workers

If you are carrying out University of Exeter work whilst based overseas please let the Temporary Resourcing Team know at the point of registration. Please be aware that all workers are subject to UK tax and national insurance deductions for short term work. However, you may also be liable to pay tax and social security in the country you are working and there may be penalties for non-compliance.

You are not permitted to start working until you have supplied evidence of your right to work in the UK to the Temporary Resourcing Team. You must supply this evidence when you first register as a temporary worker, and again if you re-register after a break.

This applies to all temporary workers, regardless of nationality or duration of work. The University's Right to Work policy can be found here.

There are a number of ways you can have your right to work in the UK verified, depending on your location and circumstances. Please review the options below, identify the one that applies to you, and follow the instructions. You will also be asked to select one of these options on your Casual Claims Registration Form (step 1).

• I hold a British/Irish Passport and am based in Exeter (in date or expired)

Please book an appointment to present your Passport to HR Reception which is located at Main Reception in Northcote House on Streatham Campus. View a map of Streatham Campus.

• I hold a British/Irish Passport and am based on our Cornwall Campus, or remotely. Or, I am not able to travel to Streatham Campus

If this option applies to you, you will be asked to indicate this on your Casual Claims Registration Form in step 1. Once your registration form has been processed (within 7 days of receipt), you will receive an email from ‘Trust ID’ with instructions on how to upload a copy of your Passport and other information for us to view. Once you have submitted your ‘Trust ID’ check, please book an appointment to have your Passport verified virtually. Your Passport must be in date.

If you fall into this category but do not need to submit a Casual Claims Registration Form, please email TemporaryResourcing@exeter.ac.uk and request a ‘Trust ID’ right to work check.

Please be aware the right to work check is not complete until your Passport has been verified during your virtual appointment. 

• I am a Visa Holder or a member of the EU Settlement Scheme

We are able to verify Visas (including EU settled and pre-settled status) virtually via Teams. Please now book an appointment using our Bookings System.

Once you have booked your appointment please send a copy of your BRP (if applicable), and your Share Code to TemporaryResourcing@exeter.ac.uk. These must be received before your appointment.

Download your Share Code online

If you are on a Student Visa, you also need to supply us with the following:

- Confirmation of your Term Dates for right to work purposes - please request this letter from the SID, ensuring that the letter states your specific student type and is for right to work purposes and send to: TemporaryResourcing@exeter.ac.uk

If none of these options apply to you, or if you have any questions before selecting the most applicable option, please contact the Temporary Resourcing Team at: TemporaryResourcing@exeter.ac.uk.

Please ensure your right to work check has been completed before your work starts.

Information for Visa holders:

If your Visa is stamped in an expired Passport this cannot be accepted as evidence of right to work in the UK (unless you have a non EEA family member of an EEA national visa).

If you hold a Student Visa you must also supply a letter from the Student Information Desk confirming your term dates in relation to your visa restrictions. As a student please also ensure you have read and understood the working restrictions that apply to you. See step 6 for more information.

Please read the information under step 7 regarding Visa Expiries.

Overseas Workers:

Overseas casual workers can only be considered in business critical circumstances. No overseas casual work should start until it has been reviewed by the HR Global Mobility Advisor. Please contact Global Mobility to discuss.

Once the Temporary Resourcing Team have received and processed your TR2 form (this is provided to us by your line manager), and you have completed steps 1 and 2 above, your IT account will be automatically generated and the details sent to your line manager.

If you already have an existing associate IT account, a new one will not be created at this stage, and you can continue to use the existing details.

You will use your associate IT account to log in to iTrent Self-Service, to submit your claims.

If at any point you cannot recall your password for a University IT account, please contact the IT Helpdesk on 01392 725050 and select the IT option.

Once you have an active payroll record, and have completed a right to work check, the Temporary Resourcing Team will process the TR2 Form provided by your recruiting department.

Once the TR2 form is processed, you will receive your Assignment Confirmation which outlines the details of your role, and includes instructions on how to make a claim. Your line manager will also receive a copy of this confirmation.

The Assignment Confirmations are sent on Monday, Wednesday and Friday evenings. 

You will need to make a claim to be paid for your work. Claims must be submitted within 90 days of the work being conducted. 

Submitting an hours claim

Login to iTrent and submit your claim on ‘Paid Time’. 

• iTrent Login User Guide (PDF)
• Paid Time User Guide (PDF)

Submitting a set fee claim

Login to iTrent and submit your claim on ‘Time & Expenses’. 

• iTrent Login User Guide (PDF)
• Time and Expenses User Guide (PDF)

Please ensure you submit your timesheets by the monthly deadline.

You can view your payslips and P60 on iTrent Self Service.

• User Guide for accessing Payslips and P60

You will be paid on the allocated payday of the month by BACs transfer into your nominated bank account. The Pay and Benefits office cannot draw advance payments for claims in advance of the normal allocated pay date.

Important Information for Students:

The University recommends that undergraduate students should not work more than 15 hours per week during term time as this may adversely affect their studies. They can work full time during University holidays.

The University recommends that postgraduate students should not work more than 6 hours per week as covered by the Code of Good Practice - Employment of Postgraduate Students and may not be able to work full time hours during normal University holidays, as their courses do not necessarily follow the usual University calendar.

Important Information for Student visa holders:

Workers on a Student visa are allowed by government to work up to 20 hours per week during term-time, and full-time during University holidays. The holiday period in which students can work full-time is defined differently, depending on the level at which they are studying:

• Undergraduate Students – the 20 hour work limit applies during the standard University term dates. Full time work is permitted during the vacation periods and from the end of their last term at the University until the time their visa expires.
• Postgraduate Taught (Masters) Students – the 20 hour work limit applies during the standard University term dates and also during the summer vacation period, when they are writing their dissertation. Full-time work is then permitted from the time they submit their dissertation until the date their visa expires.
• Postgraduate Research Students – the 20 hour limit applies throughout their programme. Please see information below regarding working hours following thesis submission.

 If you have a Student Visitor visa you are not allowed to work.

Postgraduate Research Students - Working hours post submission of thesis

• Limited to 20 hours per week throughout studies until thesis is submitted
• Can work full-time whilst awaiting viva (between the date thesis submitted and the date of the viva)
• Limited to 20 hours per week while writing up corrections (between viva and submitting corrected thesis)
• Can work full-time after submitting your corrected thesis until the date the visa expires

In order to work and claim for over 20 hours per week following thesis submission, you must send a letter to the TRU confirming that you have submitted your thesis and are awaiting your viva. You must then let the TRU know when your viva has been arranged, and again when you have fully submitted your thesis post corrections. You are responsible for ensuring you do not exceed your weekly working restriction.

It is the responsibility of the visa holder to ensure the University has a verified copy of their current right to work documents at all times.

Visa Expiry

If your visa is due to expire whilst you are working for the University, and you have applied for an extension or change to your visa, you must let the Temporary Resourcing Unit (TRU) know before your visa expires.

If you have made an application to extend or change your visa, you must present the TRU with your visa application reference number, and other application evidence. The TRU will then perform a check via the Home Office which will confirm your right to work status.

You must not undertake any work once your visa expires, until the TRU have conducted and confirmed receipt of a Home Office right to work check, or you are able to present the TRU with your new visa.

New Visa

If you receive a new visa before your current visa expires, please send the TRU your Share Code, and book an appointment to have your new visa verified and your record updated. 

If you continue to work after your visa expiry date, without having provided the TRU with updated information regarding your right to work status, you will not receive payment for that work and consideration will be given to disciplinary action and/or you may be excluded from undertaking further work for the University.

Temporary workers should not work more than 36.5 hours per week. If you are required to work over this number of hours your line manager should request approval for the additional hours from their HR Business Partner. Under no circumstances should a temporary worker regularly work more than 48 hours per week.

Rest Breaks

All temporary workers have the right to one uninterrupted 20 minute rest break during the working day, if you work more than 6 hours a day.

Students

See the step 6 for further guidance on student restrictions.

Young workers

Young workers are those above school leaving age and under 18. The following guidelines should be considered if you are a young worker: 

• A 30 minute rest break must be taken if you work more than 4.5 hours in 1 shift (if possible this should be 1 continuous break)
• Daily rest break of 12 hours
• Weekly rest break of 48 hours
• Maximum working day of 8 hours (excluding breaks)
• Maximum working week of 40 hours (excluding breaks) over 5 days

Over 18s

All temporary workers over the age of 18 have the right to the following: 

• 1 uninterrupted 20 minute rest break in your working day, if you work more than 6 hours a day
• 11 hours rest between working days e.g. if you finish work at 20:00, you shouldn’t start work again until 07:00 the next day
• Weekly rest: should be considered as either an interrupted 24 hours without any work each week, or an uninterrupted 48 hours without any work each fortnight

Please be aware that if you are employed by the University on a Permanent or Fixed Term Contract basis you should not use iTrent Self-Service to claim for additional hours. You should instead complete a PD103 form.

Further help and guidance is available on the Timesheet System help and guides webpage.

Note: this information applies to casual workers only

To get a National Insurance number you need to contact DWP: 0800 141 2075.

Please note that if you call from a mobile or a non-BT landline then it will be charged at the rate set by your service provider.

You need to be in the UK when you phone. You will speak to an advisor and will need the following information to hand: 

• your postal address in the UK (with a postcode eg EX4 2AB)
• your contact phone number (mobile or landline)
• your medical details

If you are non-EU: 

• your visa expiry date
• where your visa was issued (it can be the country or the city)

If you are dual nationality (with one being an EU nation) you will need all of the above.

You will also need a piece of paper and a pen as you will be given a reference number and another phone number. You must write these down in case your application gets lost.

At the end of the phone call either:

• you will be invited for interview at the nearest Job Centre Plus (Taunton or Plymouth) if you are an EU national or a dual nationality (with an EU country)
• you will be sent an application pack in the post (within 10 working days; you will need to return this ASAP as it has an expiry date) if you are a non-EU national

The Temporary Worker Terms and Conditions detail the terms and conditions of all temporary workers including those engaged via the casual claims process and workers working through the University Temporary Staff Bank (TSB) based in the UK.  

The HR webpages summarise other policies and procedures which may be applicable to temporary workers, but which do not form part of these terms and conditions.

If you are carrying out University of Exeter work whilst based overseas please let the Temporary Resourcing Team know at the point of registration. Please be aware that all workers are subject to UK tax and national insurance deductions for short term work. However, you may also be liable to pay tax and social security in the country you are working and there may be penalties for non-compliance.

Expenses will only be paid if they are approved in advance, reasonable, supported by receipts, and allowable under the University of Exeter's Expenses policy. Please note that the University would not normally pay expenses for any worker travelling to the University for work. All expenses will be paid in line with HMRC guidance. See Terms and Conditions accordion above.

The Standard rates of pay are aligned to the University's Grades/Spine Points. It is the line manager's responsibility to ensure their temporary worker is being paid the correct hourly rate.

These include Grades B - H, Teaching Rates, Student Ambassador, Living Wage and Sports Park rates of pay.

Please review the Temporary worker rates with on-costs to determine the full cost of your temporary worker per hour.

With effect from 01st November 2024, the minimum rate of pay the University pays to temporary workers will be £14.12 per hour including holiday pay.

The rate of pay for temporary workers in Commercial Operations will therefore be £14.12 (£12.60 + £1.52 Holiday pay) per hour.

The temporary supervisor rate for Commercial Operations will be £14.62 (£13.04 + £1.57 Holiday pay) per hour (ie temporary worker rate + 3.5%).

The above hourly rates for temporary workers are inclusive of the pro-rata statutory entitlement to 28 days paid annual leave and bank holidays, as payment in advance of the period of leave. The holiday year is 1 January to 31 December and workers need to ensure that they take all their leave within the holiday year outside peak times in the area where they normally work and at times mutually agreed with their Manager.

The teaching rates are aligned the the University's Grades and Spine Points, but are in addition to rates B-H. These teaching rates are listed as T101, T102, T103 & T104 on the TR2 form.

Occasional Teachers are expected to take responsibility for the delivery of part of whole modules, including any or all of the following: design and delivery of modules; setting and marking assignments and examinations; record keeping; student access; supervision of postgraduate students.

Notes

1. For further information on the Employment of Postgraduate Students see the Postgraduate Research Handbook.
2. The Occasional Teacher rates B, C and D include proportionate time for preparation etc (on a ratio of one hour preparation to one hour of teaching). All rates include payment in advance for pro-rata holiday entitlement of 41 days.
3. The role profiles for Role Profile AL (E&S) (E&S) and Role Profile L (E&S) (E&S) can be found on the Exeter Academic pages.

Depending on the number of hours worked per year, temporary workers are entitled to a maximum of 28 days paid annual leave (these can include Bank Holidays). The holiday pay is included within the hourly rate. 

Holiday taken must be by arrangement with the Department the temporary worker is engaged by. Holiday must be taken during the assignment in which it has been accrued and cannot be carried over to the next assignment.

We appreciate that due to the short duration of some temporary assignments, it may not be possible to take accrued holiday. Whether it is taken or not, the holiday is paid as part of the hourly rate. 

Please note the University holiday year runs from January to December and it is essential that you fit in your holiday periods during this time. Holiday pay cannot be carried over from one year to the next.