Casual Payroll – Guidance Notes and Information
Please note: the University casual payroll has closed and all casual engagements for non substantive post holders must be processed through Reed Talent Solutions.
Please do not engage with any new casual workers until you have discussed your resourcing requirements with your HR Business Partner, who will be help you to identify the correct engagement process.
Further details about the managed service can be found here
Please do not engage with any new casual workers until you have discussed your resourcing requirements with your HR Business Partner, who will be help you to identify the correct engagement process.
Further details about the managed service can be found here
The University Payroll Team have no access to the Reed recruitment system. We cannot provide assistance with engaging casual workers or paying them via Reed. Please refer to Reed directly for further information.
Useful Information
- All casual engagements should be agreed in line with the University single pay spine, using the Hera grading methodology and related pay rates (Managers can discuss grading of engagements with the HR Business Partner).
- Staff with substantive post-holdings should not register with Reed as they can use the internal casual claims process to receive pay for casual work alongside their normal salary.
- New workers who do not provide a valid P45 or Starter Checklist will be taxed on a default 0T month 1 basis
- Short term cover and engagements for roles currently active within the University must be paid at the appropriate rate for that role, in line with the grading of that role
- For engagements which do not conform to normal duties, cannot be graded on the single pay spine, or which are for consultancy related work Managers should discuss the nature of the engagement with the IR35 team
- The IR35 team will confirm one of two outcomes:
- The engaged individual will be employed for tax purposes and should be engaged via Reed
- The engaged individual will be self-employed for tax purposes and should invoice the University for their time. All invoices will be paid by Accounts Payable
- Hourly rates in line with the University pay scales should be used for most engagements: http://www.sussex.ac.uk/humanresources/business-services/salaryscalesratesofpay
- Consultancy and agreed rates may be appropriate, for example for piecework or for contractors who have been deemed to be taxable under IR35 rules
- Managers should contact their HR Business Partner if they are unsure about the terms of an engagement or the appropriate payment rate
- Managers should contact the IR35 Team if they intend to engage with any individual or service company to ensure payment is treated correctly. IR35 contact and policy information can be found here: http://www.sussex.ac.uk/humanresources/business-services/policies
HR Business Partner contact details can be found here:
http://www.sussex.ac.uk/humanresources/business-services/hrcontactsbyareaoftheuniversity
Overseas Workers
- Before any casual overseas engagement is considered Managers must be aware of any implications which might arise from the engagement. Please provide detail of any intended engagement to:
- Julie Gaskell, Tax Manager
- Your HR Business Partner