Arrangements for the Engagement of Occasional Lecturers
1. Introduction
These arrangements apply to the engagement of teaching staff on an occasional basis.
Such staff are not employees of University of Suffolk and engagement is generally
infrequent, irregular, and without mutuality of obligation.
Occasional Lecturers undertake learning and teaching activities; they should not
normally be engaged for the purposes of course administration/leadership nor may they
undertake assessment/marking with the exception of those engaged at consultant level
(see rate E below). In the exceptional circumstances that marking is required please
contact a member of the HR team to discuss the appropriate contractual arrangements,
prior to the engagement to undertake work.
A casual worker may be engaged to cover specific work/role for a maximum period of up
to 12 weeks. Engagement beyond this period will require Executive approval, as this
triggers a new set of employment rights/obligations (and signals an ongoing need).
Casual workers should not normally be used for:
•
•
Maternity cover or other long-term absences
Long term vacant posts/secondments
Approval to engage a casual worker must be obtained from the relevant Head of
Department in advance in all cases, prior to any individual being engaged on a casual
basis. The Casual Worker Approval Form (see appendix 1) must be completed and
submitted to the Finance and Planning Department for budget approval and the Human
Resources Department for employment checks in order for payment to be processed for
any work undertaken.
2. Rates of Pay
There are three basic rates of pay, determined locally by Heads of Department, as
follows:
Occasional Lecturer Rate A
Based on Spinal Point 29
Version: vt1.1 Issued: Sept 2016
Review due: by 2018/2019
£16.10
per
hour
plus
of Grade 7.
holiday pay.
Occasional Lecturer Rate B
Based on Spinal Point 34 £18.66 per
of Grade 8
holiday pay.
Occasional Lecturer Rate C Based on Spinal Point 41 £22.93 per
of Grade 9.
holiday pay.
In exceptional circumstances:
hour
plus
hour
plus
Occasional Lecturer Rate D
Based on Spot Salary
(please contact HR for this
(i.e. Specialist practitioner rate)
expertise)
Occasional Lecturer Rate E Based on Spot Salary
(i.e. Expertise at consultant (please contact HR for this
rate
level)
The above rates, with the exception of Rates D and E, do not include any enhancement
to reflect preparation time, which should be claimed along with any teaching hours. In
order to avoid any disputes, it is usual to agree the number of hours for which payment
may be made ahead of any claim being received.
A general rule of thumb is 30 minutes of preparation to 60 minutes of teaching.
3. Pay Arrangements
Claims for payment must be authorised by a University of Suffolk manager, usually the
relevant Head of Department, and submitted to the Human Resources Department.
Payment will be made at the end of the next available calendar month. Details of payroll
deadlines are available from the intranet.
Payment will be made by BACS. It is not usually possible for payment by cheque.
Other than in the case of self-employed Occasional Lecturers, deductions will usually be
made for tax and National Insurance.
Self-employed Occasional Lecturers are required to submit invoices with the claim form
and will need to provide their tax payer reference number. University of Suffolk
reserves the right to check employment status with the relevant tax office. Exceptionally
will Occasional Lecturers be treated as self-employed, and only if the HMRC criteria for
self-employment has been met (details of which can be found on the HMRC website or
click on link below). Otherwise they will be paid in the normal way and subject to tax and
NI.
http://www.hmrc.gov.uk/paye/employees/start-leave/status.htm
4. Benefits for Occasional Lecturers
Occasional lecturers may be granted access to the University IT network, where this is
necessary to support their work here. Access to our library may also be granted.
Version: vt1.1 Issued: Sept 2016
Review due: by 2018/2019
The annual leave entitlement for Occasional Lecturers is 30 days, pro rata to actual
hours worked. No additional payment is due in respect of public holidays or any other
days when the University may be closed. The pro rata leave entitlement is claimed by
Occasional Lecturers each time they claim for hours worked; the pro rata leave is
deemed to have been taken and an appropriate payment made. Pro rata leave is
calculated as follows:
Hours worked x 0.115 rounded to three decimal places (30 days leave / (52.143 weeks x
5 days)) .
Occasional Lecturers are not entitled to other paid benefits such as sick pay, maternity
pay, paternity pay. Occasional Lecturers can elect to join the USS pension scheme if
they wish.
5. Engagement of Occasional Lecturers
All new occasional lecturers must be provided with the completed ‘Welcome to
University of Suffolk’ document (appendix 2) which provides important information
regarding teaching here, including Health & Safety procedures and use of equipment &
teaching rooms.
Occasional Lecturers are required to complete both sections of the attached claim form
prior to claiming payment for the first time in each tax year.
If no work is undertaken for the institution for a period of 6 months the occasional
lecturers HR/payroll record will be automatically closed and a P45 will be issued to the
home address held on the Human Resource database.
Prior to engagement the University of Suffolk will require Occasional Lecturers to
provide documentary evidence of their eligibility to work in the UK, without this no
work can be offered or any payment made.
Some teaching roles may necessitate a Disclosure & Barring Service check to be
provided prior to any work being undertaken. Information and advice about the DBS
process is available from the HR team.
Director of HR
Version: vt1.1 Issued: Sept 2016
Review due: by 2018/2019
Appendix 1
Casual/Occasional Worker Authorisation Form
Details of Proposed Assignment – Course Team to Complete
Please note that casual workers must not be used to cover maternity leave or other long term
absences. A casual worker can only be engaged for a period of up to 12 weeks, any extension to this
will require Executive approval via the Post Release process
Prior to any work being undertaken, original documentation proving eligibility to work in the UK
must be provided, without this no work can be offered or any payment made
Proposed Role:
If the engagement is required to
cover an approved vacancy please
state the title of the vacant post:
Hourly Rate:
Rate A
Rate B
Rate C
(please tick one box or specify rate if other)
What are the main requirements of
the role:
(NB: HR to be contacted if marking is required)
Proposed duration and start date:
Number of hours per week:
Other (please specify):
Number of weeks:
Teaching:
Prep:
Start date:
Other (specify):
Departmental Authorisation – Head of Department to Complete
Head of Department
Name:
Signature:
Date:
Please check the assignment details have been fully completed before authorising this request and then send to Finance
No claim forms will be processed for payment without a completed Authorisation Form in place
Budget Check – Finance to Complete
Forecast budget required for this assignment
Account code to be used on R-Link
Finance notes:
£
If vacancy savings to be redeployed please complete the below information
Vacancy PRF reference:
Amount to be redeployed:
£
Details added to the Occasional/Casual Spend Tracker and Pay Forecaster updated (where relevant) by:
Name:
Signature:
Date:
If sufficient budget is not available the request will be referred back to the Head of Department for review
Name:
Casual Worker Details – HR to Complete
Reference:
Address:
Evidence of Eligibility to
work in UK supplied:
Yes ☐ No ☐
Name:
Version: vt1.1 Issued: Sept 2016
Engagement
Type:
Signature:
Review due: by 2018/2019
New Request
Re-engagement
☐
☐
Date:
Information to be given to visiting lecturers.
Appendix 2
WELCOME TO THE UNIVERSITY OF SUFFOLK
Please read the following important information regarding teaching here.
Your contact will be:
Tel:
Fire: If you discover a fire, sound the alarm using the nearest call point and exit the building via the
stairs to the assembly point. Instruct any students to evacuate immediately.
If you hear the fire alarm, exit the building with students as above.
If you have a student who is unable to leave the building without assistance ensure they are in a safe
place in a refuge or on a stairwell and notify Waterfront Reception (24Hr service) on 01473 338999
(38999 from an internal phone).
Emergency Assembly points
James Hehir Building (IP3 0FS)- at the edge of the gravel, marked by a sign
Waterfront Building (IP4 1QJ)- on the Plaza by the building
East, The Atrium, Arts or Library Buildings (IP4 1LT)- by the car park attendants’ hut, marked by a
sign
First Aid: Please see notices showing local first aiders for the building.
First aid is also available 24/7 from Waterfront Reception (01473 338999).
If you summon an ambulance ensure that you specify the building you are in (see post codes above)
and inform Waterfront Reception on 01473 338999.
Accidents: Any accident should be reported immediately to your university contact.
Furniture: Please do not move any desks or furniture. If you require a special room set-up, please
discuss this in advance with your contact.
IT and AV Systems in laboratories & teaching rooms
A generic guest login is provided that gives access to the local teaching PC connected to the room
AV. This allows use of Microsoft Office products, including PowerPoint, and various media players /
readers.
The guest login does not provide internet access. Network logins with Internet access can be given to
named individuals, if some notice is given. An acceptance of the university’s IT User Policy will be
required.
The teaching room AV is controlled with a button panel to switch projectors on /off, and select an input
source. Facilities are provided to connect laptops to the classroom AV system. Larger rooms are
equipped with some voice reinforcement facilities.
For further advice on how to use teaching room IT and AV systems please contact the IT
Helpdesk: 01473 338222 [email protected]
Version: vt1.0 Aug 2016
Review due: by 2018/2019
OCCASIONAL WORK PAYMENT REQUEST
Please complete all sections if this is your first payment in the current tax year. Otherwise, if your circumstances have not
changed enter your name, signature and date of birth only. Payment details are completed on next page.
_________________________________________________________________________________________________________
TITLE
FORENAME/S
SURNAME
PREVIOUS SURNAME(s)
ADDRESS
POST CODE
TELEPHONE NO:
DEPT/FACULTY
STUDENT NO
(IF APPLICABLE)
NATIONAL INSURANCE NUMBER
UK RESIDENT
YES
D.O.B.
COUNTRY OF RESIDENCE
(If Not UK Resident)
NO
Do You Require a Permit to work in the UK?
WORK PERMIT NO:
Y/N
EXPIRY DATE
I HAVE OTHER PAID EMPLOYMENT (Please sign)
I HAVE NO OTHER PAID EMPLOYMENT (Please sign)
I AM IN RECEIPT OF A PENSION
YES
NO
(Please delete as applicable)
DO YOU HAVE A STUDENT LOAN?
YES
NO
(Please delete as applicable)
INCOME TAX FORM P45 ATTACHED
YES
NO
(Please delete as applicable)
BANK SORT CODE
BANK A/C NO.
BUILDING SOCIETY ROLL NUMBER
BANK/BUILDING SOCIETY ADDRESS
SIGNED
DATE
TAX
PAYE will be applied to all payments (fees etc.).
NATIONAL INSURANCE
If you are claiming exemption from NIC, your Certificate of Exception (Form CF384) or Deferment Certificate CA2700 must be supplied.
Work Place Pensions Auto-enrolment
The government has introduced Auto Enrolment which requires employers to enrol entitled workers into a workplace pension scheme if they:
•
are not already in one;
•
earn over £10,000 a year (£834 a month)
•
are aged 22 or over;
•
are under state Pension age; and
•
are working in the UK.
You are not automatically enrolled in the scheme but if you wish to join in respect of this work please apply, so that we can assess whether
you qualify as an entitled worker and are able to opt into the scheme. You can apply by sending in a letter or email signed by you, to the HR
Department, Waterfront Building, Neptune Quay, Ipswich. IP4 1QJ, containing the phrase “I confirm I personally submitted this notice to join
a workplace pension scheme”.
More information on pensions and saving for later life can be found at https://www.gov.uk/workplace-pensions.
Please tick this box to say you have read the pension section
Version: vt1.0 Aug 2016
Review due: by 2018/2019
Occasional Work
Payment Request
Full Name
Post Title
Date
Worked
Activity
Hours Worked
(in decimal
format*) (A)
Preparation Time (Lecturers only)
Financial Code
(Dept to complete)
(B)
*15 mins = 0.25
30 mins = 0.50
45 mins = 0.75
Total Decimal Hours (C) =
(A +B)
£
p
£
p
TOTAL ££s £
p
Agreed basic hourly rate
(excl holiday pay)
Contribution towards teaching resources (D)
(Academic staff only)
(including (D)if appropriate)
Please note: Holiday pay will be added at the appropriate rates (excl fee claimants) by the payroll
department:.
Signed (claimant) ------------------------------------------------------------- ------ Dated------------------------- -----------------
Approved for Payment by Head of Department
Signed------------------------------------------ Print Name ----------------------------------------- Dated------------------------Please return this form to the HR Department, University of Suffolk, Waterfront Building, Neptune Quay,
Ipswich, IP4 1QJ.
HR USE
Checked (initial)
Date
New
Existing
Emp. Number
Support Staff
Sent to payroll: Date + initial
Version: vt1.0 Aug 2016
Review due: by 2018/2019
Academic/Senior
Staff
(This page is for information only; please do not submit with your claim)
Please record minutes in decimal hours using the following table.
For ease, you may claim to the nearest quarter hour:
0.75
0.25
0.50
For example:
a) If you work 1 hour and 25 mins – claim 1 hr 30 mins (1.50 decimal hrs)
b) If you work 2 hrs 50 mins claim - 2 hrs 45 minutes (2.75 decimal hrs)
Here is the full conversion table if you or your manager prefers to claim to the nearest 5 minutes.
MINUTES
DECIMAL
5
.08
10
.17
15
.25
20
.33
25
.42
30
.50
35
.58
40
.67
45
.75
50
.83
55
.92
60
1.0
Version: vt1.0 Aug 2016
Review due: by 2018/2019