Casual workers at Aston
All the information you need
You will need to complete the casual registration form via the link below, if:
a) You have never completed this registration form before and
b) You are not a current employee/worker at Aston University
If you have already completed this registration form before, regardless of whether you are a current worker/employee then you do not need to do this again.
Please note that you must have submitted the worker registration by Monday 04 December in order to be paid in December. The payroll deadlines can be found here
The Right to Work Check must be carried out by an authorised person in the School/Department or a trained member of the HR Department BEFORE you undertake any work.
Right to work checks CANNOT be undertaken retrospectively. Please see below for the appropriate right to work check method:
If you wish to have your Right to Work check carried out by HR, click here to make an appointment.
You need to provide either an original document or set of original documents in the combination given in list A or B of this document before your agreed start date. Documents needed for right to work checks.
You will be unable to start work until you have provided satisfactory documentation that enables us to verify that you are eligible to work in the UK.
Note on Endorsements
Endorsements in passports that show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right of abode in the UK, or has no time limit on their stay in the UK must be presented in a current passport. Unfortunately if such an endorsement is presented in an expired passport we will be unable to accept it as satisfactory proof of eligibility to work in the UK and the holder will be required to provide alternative satisfactory documents such as a current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office indicating that they are allowed to stay indefinitely in the UK, or has no time limit on their stay in the UK.
Note for Students on Tier 4
Visas Students on Tier 4 visas are subject to restrictions on the number of hours they may work. Tier 4 students should read the guidance note on permitted working hours before accepting casual employment.
The Information for Casual Workers document is an important document which outlines the terms on which you will doing work for the University.
If you have any queries following reading this, refer them to your manager in the first instance.
You will need to access the Aston Staff Portal which is where you can view your personal information and access your payslips.
To access the Aston Staff Portal, if you are a Research Student you can use your Research Student account details to login, otherwise you will need to use your STAFF network details.
You will be provided with your network ID and password when you commence work. If you do not have your details, please contact Digital Services and request a password reset. Or, you can visit them at the Digital Services hub, located in the main building East G16. However your contact them, please be able to identify yourself by supplying either your network ID or your Aston Staff ID card.
Your staff network account gives you access to the Staff Portal, and also your staff email account, for the duration of your casual engagement. It is important that you check your staff email account regularly, as this is where we will send important information concerning your casual work, including confirmation of when your timesheets are approved / rejected and any changes to payroll deadlines.
You will need to login to the Aston Staff Portal and complete your emergency contact details and equality information.
As a new casual member of staff you will need to complete the ‘Welcome to Aston - an introduction for casual workers’ online course which can be accessed through iLearn. If however, you have previously been employed at Aston and have completed this course in the past 12 months, you don’t need to complete it again.
The majority of casual workers are hourly paid and will need to submit a timesheet through the Aston Staff Portal for each week they work. In a small number of areas in the University, your manager will submit a timesheet on your behalf - check first with your manager to make sure this isn't the case for you.
If you are being paid a fixed fee for the work you are doing, you will need to speak to your manager about them submitting a timesheet on your behalf.
If you have received your login details but are unable to access the Aston Staff Portal, contact us in the first instance.
The password used for the Staff Portal is your staff network password. If you have forgotten this, you will need to go to the IT Helpdesk on the ground floor of the main building and ask for this to be reset. You will need to provide photo ID, preferably your Aston Staff ID card.
You can claim for work done on a weekly basis, and as long as your claims are approved by your manager by the 15th of the month, they will be paid in the same month. You cannot be paid in advance for any casual work.
The pay date for casual workers is the 26th of each month, or the last working day before the 26th if this falls on a weekend or a public / University holiday.
You can view your payslips online through the Aston Staff Portal. Paper payslips will not be sent to you.
To view your payslips, go to the Payment tab in Aston Staff Portal. To access your payslip you will need to re-enter your staff password
A PPS number is a National Insurance number (it is called PPS number in Ireland and our suppliers are Irish). You need to have a National Insurance Number in the system to be able to submit your online timesheets.
If you have an NI Number but had not previously supplied this, please email it to email@example.com. We will then update your record and you can submit your timesheet using the Staff Portal.
If you do not currently have an NI Number, you will need to apply for one and then supply HR with this.
We can pay you for work you have done while waiting for your NI Number to be assigned. You will need to request a paper timesheet from from firstname.lastname@example.org.
You will need to ensure that you submit your final timesheet on your last day of work. Your access to your staff network account, and therefore the Aston Staff Portal, will stop on the day after your leaving date so this is very important.
You will need to ensure that your home address in the Aston Staff Portal is correct, as this is the address where we will send your P45 and final payslip
Aston Staff Portal has other functionality as well as timesheets, some of which will be available to you.
Updating address details
Use ‘My Profile’ to keep your Contact details up to date. It is important that we have a current postal address for you (this should not be a University department). This will be the address that your P45 will be sent to when your casual work finishes.
Updating emergency contact details
Use ‘My Profile’ to keep your Emergency Contact details up to date. This is the person we should contact in emergencies, such as you becoming ill at work, and should ideally be a local, or at least UK, contact.
You can view your P60s from the Payment tab once these are generated (normally in April/May each year).
If you incur expenses as part of your casual work (these must be authorised ahead of time by your line manager) you can use Portal to claim these back. You will need to email us and ask us to enable expenses for you.
If your casual work requires you to attend training, then you will be able to book this through Portal. This will need to be authorised by your line manager before booking.
When you start a job, Aston has to provide some information to HM Revenue and Customs (HMRC) so that they can decide what tax-free allowances you are entitled to.
You should complete a starter checklist:
The checklist asks you for relevant information; it will help Aston to allocate a tax code and work out the tax due on your first payday. If you do not provide this information, you could end up paying the wrong amount of tax.
If you have any further queries please contact Payroll.
If you have any further queries please contact HMRC.