Setting up a Casual Teaching Appointment

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Alice Davidson
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Setting up a Casual Teaching Appointment Casual teaching appointments (as defined on the Personnel Services website) can be set up as follows within the department. What s Changed? 1.

1 Setting up a Casual Teaching Appointment Casual teaching appointments (as defined on the Personnel Services website) can be set up as follows within the department. What s Changed? 1. p1 note added re allowances. 2. p8 guidance added re salary approval. (3/12/12) Note: Allowances are not allowed on casual teaching appointments. Where they are required, departments should send a claim form to payroll each month, even if the amount to be paid is the same each month. Note: Set up of all other casual workers is managed by Payroll departments should continue to pass the details to the Payroll Team via the paper Casual form. Navigate to: Personnel > Maintenance > Personal Profile Appoint individual to post 1. Click the button. The Applicants/Posts window opens. 2. Select the Posts tab. 3. Locate the relevant Post/sequence in the list. It will have post number CASTCH. 4. Click the button to the right of the Post. The New Appointment Search window opens: 5. Enter appropriate search criteria to see if the individual already has a Personnel record. Enter the individuals Name, NI number or Date of Birth to search on. Click. 6. An individual new to the University SHOULD NOT exist in the database. The search results list will remain blank. Note: If the individual is found they should be appointed as an Additional Appointment or Rehire as appropriate. Refer to the Appendix for more details. PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 1 of 8

2 7. Assuming the individual does not have a previous history with the University; click. The 3-step New Person Record Wizard opens: 8. Complete basic information: Field Name (* mandatory) Forename * Surname * Address * Post Code * Gender * Date of Birth * NI Number * Description Enter first name and all middle names (if relevant) in full. E.g. Robert not Bob. Enter surname. Enter full address details. Enter post code - should be using both fields. Select as appropriate. Complete using the format DD-MMM-YYYY. Enter when known, either now or when individual starts. 9. Click. 10. Post Details opens with very little information completed: PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 2 of 8

11. Complete as below: Field Name (* mandatory) Start Date * Target End Date * Division to Pay Administered by Cost Centre * Location Description Enter agreed start date. Enter if applicable e.g. for fixed term post.

3 11. Complete as below: Field Name (* mandatory) Start Date * Target End Date * Division to Pay Administered by Cost Centre * Location Description Enter agreed start date. Enter if applicable e.g. for fixed term post. Enter hierarchy details as appropriate. This should be the departmental default. This should be the departmental default. Project Code * Should be default code (00/00000). Job Category Job Title * Do not use. Pre-populated with Casual Teaching. Should be changed to more appropriate generic job title. * Click the button and enter the actual job title (case sensitive). Note: the actual job title will appear in the template documents, such as the letter of engagement. Employee Status * Sub Status * Category * Sub Category * Ensure Worker is selected. Select Atypical. Check/select Not applicable/not required. Check/update if necessary. It is important that the correct staff classification is selected. Full guidance notes can be found on the PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 3 of 8

Personnel Services website. Hours * Enter hours as 0. FTE Hours * Select the relevant hours e.g. 37.5. FTE * Enter 0.

4 Personnel Services website. Hours * Enter hours as 0. FTE Hours * Select the relevant hours e.g FTE * Enter 0. FTE% * Action * Reason Code * Comments Check as expected and update FTE if necessary to correct. Select New Appointment. Select New Starter New to University. Add note to flag this is a casual position. 12. Click. 13. Select Pay Group required, normally 20 University Monthly for Casual Teaching. 14. Leave Pay Scale as X99 and Point as 1. Actual payments will be requested via paper overtime forms. Note any details about rate of pay in Salary comments. NB. The value in Paygroup Hours has no impact on pay and should be ignored. 15. Click. You should make a note of the Personnel Number. 16. Click. You are returned to the Appointment Details window (PER746). PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 4 of 8

Address Type: Select Address Label from the LoV and record address details for the casual payslip. Click. Complete Bank Details 1.

5 17. Appointment Status shows as Appointed. 18. back to Person Profile Maintenance screen. Complete Contact Details 1. Go to Select Detail box > Contact Details. 2. Address Type: Select Address Label from the LoV and record address details for the casual payslip. Click. Complete Bank Details 1. Go to Select Detail > Bank Details: 2. Enter bank information. 3. Select Pay Method: BACS. 4. Enter Bank Sort Code, Press Tab (bank name/address is auto-populated). PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 5 of 8

5. Enter Bank Account No (and Building Society Ref if relevant). Click. Complete Right to Work details 1. Go to Select Detail > Other Details. 2.

Right to Work type from the LoV choose either Permanent and Unrestricted (List A) or Limited (List B). 5.

Click button Post Appt Maintenance (PER620) window opens. 2. Go to Selection > Cost Allocation Cost Allocations window opens. 3.

6 5. Enter Bank Account No (and Building Society Ref if relevant). Click. Complete Right to Work details 1. Go to Select Detail > Other Details. 2. Select User Defined Field Right to Work. 3. Enter Date From and Date To, tab into Description field. Entry screen opens. A 4. Right to Work type from the LoV choose either Permanent and Unrestricted (List A) or Limited (List B). 5. Pick from List A or B as relevant and complete other fields as appropriate. 6. Click and. Allocate funding (Cost Allocations) 1. Click button Post Appt Maintenance (PER620) window opens. 2. Go to Selection > Cost Allocation Cost Allocations window opens. 3. If there is already a cost allocation, click to update if required. Alternatively, click button. The Add/Edit Cost Allocation window opens: 4. Complete details as below. Field Name (* mandatory) Start Date * End Date * Description Enter the start date for the new cost allocation. Enter the end date if relevant. PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 6 of 8

% * Enter %, e.g. 100, 50. Note: allocation may be split between more than one Cost Centre, but the total allocation must add up to 100%, even where the FTE is less than 1.

Click. You are returned to the Post Appointment Maintenance (PER620) window.

7 % * Enter %, e.g. 100, 50. Note: allocation may be split between more than one Cost Centre, but the total allocation must add up to 100%, even where the FTE is less than 1. Cost Centre * Project Code * Select or enter (case sensitive) relevant GL or project code. Select or enter relevant task/activity. 5. Click then. You are returned to the Cost Allocations window. 6. Click. You are returned to the Post Appointment Maintenance (PER620) window. Source of Funds If there is any additional information regarding the cost allocation splits or source of funds these should be captured as below. E.g. where a temporary cost centre is being used whilst awaiting a true cost centre to be set up, or where a GL code is being used for externally funded appointments. This is important information for PRAS to be able to then define the HESA source of funds. 1. Go to Selection box > User Data. The User Maintenance window opens. 2. Click. 3. Click to display Select User Defined Field List of Values. 4. Select Appt: Source of Funding. 5. Enter the Date From. This should be the appointment start date. 6. Enter additional information as required into Comments field(s). 7. Click then. You are returned to the User Maintenance window. 8. Click. You are returned to the Post Appointment Maintenance window. Commence Individual 1. Enter search criteria e.g. Personnel No or Name and click and open the relevant employee record. The Personal Profile Maintenance (HR0120) window opens: PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 7 of 8

2. Go to Select Detail > Appointment Details. 3. If relevant, click into the Post Number to ensure the correct appointment is highlighted. Click the button.

8 2. Go to Select Detail > Appointment Details. 3. If relevant, click into the Post Number to ensure the correct appointment is highlighted. Click the button. The Post Appointment Maintenance (PER620) window opens. 4. Go to Selection > Commence Appointment. 5. Select (or type) Date Commenced, i.e. actual start date. 6. Click. Click then. NEXT STEPS: Unless you were able to approve the zero salary, it will now appear in your approver s list for approval. Approvers should refer to QRG: Approve (or Reject) Salary/ Allowances (FD5) for guidance on approving. APPENDIX If new starter already exists in the system then check their current status before proceeding; - Are they an ex-employee? o Select the employee from the search results list and continue to follow this guide paying particular attention to the values in Employee Status and Sub Status as they will be populated from the employees last appointment. o Check Pay Group is as required and contact support if it needs to be updated. o Check Pay Scale and set to X99. PA3_Setting Up A Casual Teaching Appointment V1.3.Docx Page 8 of 8

Navigate to: Personnel > Maintenance > Personal Profile

Navigate to: Personnel > Maintenance > Personal Profile Appoint Re-Hire Once your preferred candidate has accepted your offer and the offer has been recorded in Core (see QRG: Pre-Arrival - section A) they What s Changed? 1. Start date (p4) guidance updated.