EXAMPLE LETTER OFFERING CASUAL WORK
NAME
Address
Address
Address
Dear Name,
Offer of temporary work on a casual basis - Position/School/Directorate/Team
I am pleased to offer you casual work on the following basis:
Nature of Engagement
Outline nature of work to be carried out e.g.:
- Up to x hours per week commencing [date] for approximately x weeks
- Outline what the work is to be carried out
- Possibility of further work, to be confirmed later
- Should the requirement for this work come to an end sooner than anticipated, we will notify you [a week] in advance
- Likewise, if you do not wish to continue the work, you should advise us of your intention a week in advance of discontinuing.
Conditions of Engagement
Nothing in this statement constitutes a Contract of Employment.
There is no continuity of service between you and Heriot-Watt University between the termination of one offer of engagement and the start of any future offer of engagement.
No employment with a previous employer or under a previous engagement or contract of employment with Heriot-Watt University counts towards a period of continuous employment.
You are free to accept or decline this offer of engagement, but if you do accept, you must undertake the work personally.
We are under no obligation to offer you further engagements or re-engagement, but we may offer further engagements on either an hourly or sessional basis or for a one-off piece of work. Attendance at work will be as agreed between yourself and your manager. When you have agreed to attend for work and are unable to do so, you are required to notify us immediately.
Payment
Payment will be made monthly in arrears upon submission of a timesheet authorised by [line manager] and submitted to Payroll by 11th of each month.
You will be paid in accordance with our pay and grading structure and principles of equal pay for work of equal value.
The work you are undertaking is equivalent to Grade x, which is paid on a scale starting at £0.00 per hour gross.
Your rate of pay will therefore be £ ...... per hour/session
OR
You will be paid a flat rate fee of £x for the work to be undertaken which will be paid…….
National Insurance contributions and income tax will be deducted if applicable.
Holiday Entitlement
You will accrue holiday based on the statutory full-time equivalent entitlement of 28 days per annum. You will not be able to take holiday during the period of engagement, but will receive a payment in lieu of the holiday you have accrued at the end of the engagement. This will usually be calculated on the average hours you have worked over the period of the engagement and will be paid with your final payment, clearly marked as Holiday Pay on your payslip.
Access to Pension Scheme
NEST is available to all casual workers who meet the Eligible Job Holder Criteria:
- aged between 22 and State Pension age
- earn more than £10,000 a year
- work mainly in the UK
You will be assessed for automatic enrolment into the NEST pension scheme every month. If in one month you meet the Eligible Job Holder criteria then you will be postponed for three months. If on the third month you meet the Eligible Job Holder criteria again you will be automatically enrolled into the NEST pension scheme.
Right to Work Check
Under the Immigration, Asylum and Nationality Act 2006 and the Immigration Act 2016, you must demonstrate that you have the right to work in the UK by presenting an original, valid document, in person, prior to carrying out the work.
Please therefore complete the enclosed forms:
- New Staff Details
- Declaration of Eligibility – Casual Staff
- Access to IT and Confidentiality Form
And return them to your manager or casual administrator [insert name] along with your up to date passport, visa (if applicable) or other appropriate documentation (noted on the New Staff Details Form) IN PERSON ideally before, but not later than 9.30 a.m. on the first day of the engagement. Your documents will be scanned and attached to your securely held electronic record in accordance with our Data Protection Principles.
If you are a student on a Tier 4 Student Visa, please note the additional information we require and the restrictions placed on you in respect of the amount of work you may carry out.
If we have not carried out an in-person check of your eligibility to work, we are not able to allow you to carry out the work or pay you for work done.
Qualification Check
In order to carry out this engagement, you must demonstrate that you hold the proper qualification to do so, namely [insert type of qualification]. Before you start the engagement, or not later than 9.30 on the first day, please bring the original certificate/documentation to your manager who will take a copy and attach it to your securely held electronic record.
Health & Safety at Work
Under the Health and Safety at Work, etc. Act each individual has a legal responsibility for their own welfare and for the health and safety of others. Any queries you may have relating to health and safety matters should be raised in the first instance with your Manager.
Conduct & Confidentiality
During this engagement, you will be subject to our rules and you will be expected to maintain our high standards of work, personal conduct and confidentiality. Your immediate manager has the authority to terminate your engagement at any time should there be a breach on your part of the relevant standards.You can access the appropriate Code of Conduct and other policies on our website:
Data Protection
Your personal records will be held in line with our Data Protection Policy. Please read and ensure you understand and will comply with this policy:
Induction
You are required to undertake a short induction covering H&S on your first day. If you require IT access in order to carry out your engagement, you will also be required to undertake a short Information Security Induction on your first day. Your manager will provide you with relevant information.
Please sign and date both copies of this letter (see overleaf), retain one for your own reference and return one copy to me.
I would like to welcome you to Heriot-Watt University and hope you enjoy your time here with us.
Yours sincerely
NAME
TITLE
DEPT/SCHOOL
TO BE COMPLETED BY THE CASUAL WORKER
DELETE AS APPROPRIATE
This is my first engagement as a casual worker at Heriot-Watt University
OR
I have carried out casual work within the previous 12 months. I confirm that none of my details have changed, including but not restricted to, my address and contact details, my bank details and my right to work in the UK.
OR
I have carried out casual work within the previous 12 months and confirm that the following details have changed (please detail below and present right to work/qualification documents if these have changed):
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
I have read and understand the above letter and agree to comply with the requirements set out, including those relating to the University’s Data Protection Policy.
Name:…………………………………………………………School/Directorate:……………………………………..
Signed: ...... Date: ......
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