UNIVERSITY ADMINISTRATION AND SERVICES

CASUAL WORKER APPOINTMENT FORM

You can appoint someone on a casual contract for up to 12 weeks, to carry out work on a short term or ad hoc basis, without advertising the post. They will be paid on an hourly rate, which should correspond with one of the pay points on the University salary scale, and be appropriate to the nature of the work undertaken.

They will receive statutory annual leave of 28 days, inclusive of bank holidays and fixed closure days (calculated on a pro rata basis depending on the number of hours worked). Their holiday entitlement is therefore equivalent to 12.07% of the hours that you actually work. This must be taken and cannot be paid as an enhancement on the hourly rate of pay. Please see the following page for further information on this.

In line with the rules concerned agency workers, a casual worker may be re-engaged for a further period of up to 12 weeks provided that the gap between engagement of 6 weeks and there is no prior agreement or guarantee that further work will be ongoing.

All casual workers have the same contract, which clearly states that there is no obligation to provide or accept work, regardless of the method of payment.

Please complete this form and return it to your Personnel Administrator who will issue a casual letter of engagement:

Name:
Department:
Reporting to:
Job title:
Hourly rate, or grade and point:
Start date:
End date (if applicable):

Please liase with the employee to provide us with the following information:

Proof of right to work in the UK: / Please ensure that you see an original copy of one of the documents listed in the ‘Procedure for confirming an appointment to the University of Oxford’ ( and provide us with a photocopy including a signed statement that you have seen the original.
Home address (or attach a copy of CV):

Annual leave

The casual worker should be encourage to take their annual leave throughout their engagement, but should they have leave owed to them when they complete their assignment then this should be processed at the end of their engagement via the casual payroll form (that you record weekly hours on). It is important to make the worker aware that the annual leave payment will be classed as taxable pay – particularly if they will be seeking additional employment elsewhere during the period of annual leave.

For example:

Joe Bloggs worked in Personnel from Monday 21 April to Friday 13 June, 7 hours per day, 5 days per week – a total of 280 hours.

12.07% of 280 hours is 33.796 hours, rounded up to 34 hours.

Joe’s final casual payroll form reads:

Monday 9 June – Friday 13 June: 35 hours

Monday 16 June – Friday 20 June: annual leave 34 hours

So although Joe’s last day of work (i.e. physically in the office) was 13 June, he was paid until 20 June to use up his annual leave entitlement.

22 November 2011