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Requisitions

I am unsure of the correct type of worker I need, how do I find this out?

Please see the question ‘what options are there for arranging work?’ for further guidance on determining the employment status of your worker and the most appropriate route for payment.

How do I raise a casual work request for a named student casual worker?

From 1st September 2020 you will need to submit a ‘Named Recruitment Request’ through the Worklink Portal. You will need to select this category of query in the portal case, attach the ‘Manager Casual Request Sheet’ and financial approval for the role, along with verified right to work documents and Preventing Illegal working form for new casual workers to the portal case.

Prior to the start date of work hiring managers will be required to verify right to work documents for all new named workers, including students. These right to work checks will need to be attached to the portal request case. Offer letters will not be issued without a valid right to work check being provided or held on file prior to the start date. 

 

To support with manager understanding on their responsibilities in undertaking right to work checks, please visit the HR webpages for further guidance. 

I need to undertake a right to work check for my casual worker, how do I do this?

Please see the HR Immigration webpages for further advice on how to complete a right to work check for your casual workers. 

Do we need to keep scanned copies of the right to work documents and supporting documentation for right to work checks we conduct?

Please keep a local copy of the verified right to work documents and supporting documentation until Worklink has confirmed that the casual assignment has been set up. You must then delete any locally saved copies.  

Where do I find the existing casual position numbers?

Current casual position numbers can be found within the ‘casual positions’ tab within the manager casual request sheet. 

I cannot find an existing casual position number from the list of active positions, how do I request a new one?

If you searched within the ‘casual positions’ tab and there are no positions matching your criteria, please type CREATE in the position number box in the manager casual request sheet and fill out columns E-H. A new casual position will be created for you and the team will update your completed casual request form with the new casual position number.  

How do I find out the end date of my casual worker’s assignment?

To view the end date for your casual worker’s assignment, please log in to Core Systems and navigate to My Team > My Team. From here, you can select the name of the casual worker, and this will take you to a page where you can view their end date and other information such as person number. All student casual assignments are set up with an end date of 13 weeks from the start date for compliance with employment legislation. 

How do I raise a casual work request for a named non-student casual worker?

From 1st September 2020 you will need to submit a case through the HR Portal and attach the ‘Manager Casual Request Sheet’ with financial approval for the role, along with verified right to work documents and Preventing Illegal working form for new casual workers to the portal case.

Prior to the start date of work, hiring managers will be required to verify right to work documents for all named workers. These right to work checks will need to be attached to the portal request case. Offer letters will not be issued without a valid right to work check being provided or held on file prior to the start date. 

 To support with manager understanding and responsibility of right to work checks, please visit the HR webpages for further guidance. 

I want to advertise a student casual role and undertake a recruitment process.How do I request the Taleo casual hiring manager role?

If you would like to advertise a student casual role through Worklink, you will require the casual hiring manager role to submit a casual work requisition in Taleo.

You can request the role via the IT Service Desk by selecting Make a Request>Administrative Systems>Core Systems>Request Core Systems Roles.

You will know if you do not have the casual hiring manager role if, when you try to raise a requisition on Taleo, you cannot see the 'Hourly Paid Work' option.

Once you have submitted the casual requisition through Taleo and attached proof of financial approval, the Worklink team will raise a case in the Worklink Portal on your behalf. A member of the team will be in contact with you to discuss the recruitment timeline.

Guidance on how to raise a casual work requisition for an advertised can be found on the Core Canvas pages.

I would like to have interviews for my student casual role, How do I set up an interview calendar?

Guidance and support on how to create an interview calendar and adding additional dates to an existing calendar can be found on the Core Canvas pages.

We require you to attach the interview calendar prior to submitting a casual work requisition in order for Worklink to arrange your interviews. 

Where can student casual workers contact Worklink?

Student casual workers, can contact the Worklink team by raising a query through the Worklink Portal.  

 Student casual workers, working in teaching support roles, will need to contact the HR Ops team at workhere@contacts.bham.ac.uk.

Do I need to gain financial approval for my role?

 Yes. All casual posts require financial approval from the Budget Centre and applicable approval route. All casual work must be approved before the work takes place, as no offer letter will be raised without full approval.  All other resourcing alternatives should have been explored before casual work is requested.

The approval process must be followed for all casual work, including:

  • Any work scheduled against an existing assignment, including assignments that were set up prior to the approval process being implemented. 
  • Any changes to work scheduled e.g. scheduling additional hours, extending the agreed work within the 13 week maximum. Every amendment or extension must have approval before the work takes place.

If you have any questions about the financial approval process within your area, please speak to your HR or Finance representative within your budget centre.

Is there a time limit on when my casual workers can claim their hours on a timecard?

Yes, the period in which casual workers can submit timecards is restricted to 8 weeks after the day they are submitting hours. No timecards or bank details can be entered onto the system after this time so please ensure your casual workers undertake these activities during on-boarding and in line with the monthly timecard deadline. Casual hiring managers can also submit timecards on behalf of their casual workers.  

Who can view and edit the timecards in Core?

The line manager set up against the casual assignment can view and edit the timecards for their casual workers if necessary. Due to the hierarchical structure in Core, your line manager can also view and edit timecards for your casual workers. Please ensure that you add a comment on the timecard if you make any changes to it.

What are the payroll deadlines for submitting casual work requests?

Please refer to the hiring manager deadlines for submitting casual work requests for all types of casual workers. 

My casual workers need to access Core off campus, what do they need to do?

If your casual worker requires access to the Core system off campus, they will need to sign up to the Remote Access Service. Further guidance on how to set this up can be found on the IT webpages.  

I am a line manager, how can I add or amend my direct reports structure?

If you see additional Direct Reports on your My Team page, or if you notice that some casual workers are missing, the assigned line manager has the ability to correct this and can reassign.

If your Direct Report(s) is missing you can see who the line manager is by searching for the Direct Report on the Core Systems Directory, and contact the stated line manager to advise them to correct this. More guidance on this can be found on the Core Canvas pages.

 

 Payments

 

How do I access timecards for my casual worker, and can I submit a timecard on behalf of my casual worker?

Yes you can, a detailed help-guide on accessing and submitting timecards for casual workers can be found on the Core Canvas pages.

I can see a different hiring manager’s name when I click into the casual worker’s timecard, why is this?

The top section of a timecard will always display the employment details for a casual worker’s primary assignment. As a result, if you are not line managing the primary assignment you will not see your name here. You can still use the person number tool located just above the time entry section to search for the assignments you manage by using their person number, which can also be found at the top of the timecard. 

My casual worker has a project/task timecard view, what should they do?

If your casual worker has this view then this will prevent them from being able to submit a timecard. Please raise ‘Report a Fault’ to get this issue rectified.

I need to check the hours submitted for my casual worker’s timecards, what should I do?

As a hiring manager, you are require to check the timecards submitted on Core System before the monthly timecard payroll deadline and edit them if the hours are incorrect. Due to system constraints, we ask that you do not approve the timecards as this could result in other assignments hours also being approved.  All submitted timecards within the payroll period will be mass approved on the monthly timecard deadline. 

Why am I not getting a reminder email to review my casual workers hours?

If a casual worker has multiple assignments, the system will hold a primary assignment and only the Hiring Manager of the primary assignment will receive all automated correspondence generated by the system. It is therefore recommended that all Hiring Managers set up their own reminders to review casual hours submitted each Tuesday by 3pm.

My casual worker has submitted their timecard but has not been paid. What should I do?

If your casual worker has submitted their hours by the payroll deadlines, entered their bank account details by the correct cut-off date and has still not received payment then, please raise a query with the Payroll Team. 

How can I find out what budget code my casual worker’s pay is being charged to?

All casual work assignments need to be set up against a position number in the Core system. A casual position number is comprised of six digits, starting with a 9. The casual position number holds the budgetary information for the role and dictates the job, department and project code details, plus the title and hourly rate of pay. Please note: to find out what budget code a particular position is being charged to, please raise a query with your local Finance team as unfortunately neither Worklink or HR have access to this detail within the system.

I require a DBS check for my casual worker, what do I need to do?

Within the ‘Manager Casual Request Sheet’, you will need to select Yes to the DBS question and the appropriate team will then begin the DBS application process for your worker and work with you to obtain the appropriate check.  To support manager understanding and responsibility, please see the Disclosure and Barring (DBS) Guidelines document.