Hourly paid employees should be recruited following the standard LJMU recruitment procedure and the relevant authorised paperwork should be sent to Human Resources before the work commences. Work should only be commissioned once approval for the HPE spend has been obtained via the PAF process.
There is the opportunity to create a bank of available Associate Lecturers at the start of each academic year. Hiring managers can advertise through the LJMU recruitment system for individuals to be interviewed for possible vacancies throughout the academic year. Those who are successful at interview will then be placed in a bank on the recruitment system and can be contacted by the hiring manager should the need arise for a short term, temporary member of staff.
This ensures all student facing staff have been interviewed and assessed for suitability by the hiring manager and creates the opportunity to engage someone quickly.
Types of hourly paid employees
In order to comply with UK legislation, no work can be undertaken by an individual until the relevant right to work checks have been done. LJMU holds a sponsorship licence for international staff and students and failure to comply with the legislation and checks puts this licence in jeopardy.
The right to work and identity verification check must be done by the hiring manager ahead of any work being undertaken by the HPE. If there are any queries around the right to work, identity verification or visa requirements, please contact the HR Resourcing team in the first instance.
Proof of entitlement to work might include the original documents below:
- UK/ Irish Passport
- Visa or share code (indicating authorisation to work in the UK)
- Student visa (students are entitled to work a max of 20 hours per week during term time)
Additional information on right to work checks is available on GOV.UK's website.
Please note:
If the appropriate proof of entitlement to work in the UK is not provided, this will delay the hourly paid member of staff being contracted and paid. No member of staff will be added to the HR system without the appropriate right to work checks being verified.
The forms required to process contracts and payment for hourly paid employees are available on the HR webpages. All forms must be completed and submitted ahead of the HPE commencing work for LJMU.
- New Hourly Paid Employee Application Form. Anyone who has not previously worked at LJMU or an ex-employee must complete this form. The individual must verify their entitlement to work in the UK with the hiring manager prior to undertaking work and the manager should attach signed copies of the documents to the form to confirm they have seen the original and include on the application form "Original document(s) seen and verified on DATE by NAME."
If an HPE is not engaged for consecutive semesters, this will constitute a break in service. If they are subsequently re-engaged, they will be processed as a new employee and the right to work checks will need to be completed once more.
- Additional Hours Spreadsheet. For any hourly paid employee who is already on the system (i.e. current employee) the line manager can complete the additional hours spreadsheet.
The completed form/spreadsheet should be forwarded to the Director of School for authorisation with the post approval number and any relevant proof of entitlement to work attached. The forms should be submitted to HRCoordinator@ljmu.ac.uk, incomplete forms will be returned to the school which will delay the HPE gaining access to the university systems.
In order for HPEs to be paid on time, please ensure the fully completed forms are submitted in line with the HR deadline for payroll cut off dates and that the HPE has entered their bank details onto Staff Infobase, which they cannot do until they have been set up on Staff Infobase by HR. The line manager and the HPE will receive a day one automatic email from the HR department advising them of the induction process and a reminder to input bank details into Staff Infobase.
Once the forms have been processed in HR, details cannot be amended or extended. If an hourly paid staff member is unable to complete their contracted hours, you should inform HR immediately by emailing HRCoordinator@ljmu.ac.uk. Any overpayments due to late notification will be charged to the relevant school budget.
The Line Manager of the hourly paid employee can check via Staff Infobase to see if a contract has been processed by HR.
This can be done by following the steps below:
- Select 'Manager Self Service' in Staff Infobase.
- Select 'Personal Information'.
- Select 'Details' for the relevant member of staff.
This page will show the current contracts for that individual. The system will only show the start date of the contract and will not detail the number of hours.
Staff IT and building access is linked to the contract dates provided on the completed form. Please note that IT access is automatically provided for a further 8 weeks after the contract end date.
The engagement form needs to be submitted to the HR Co-ordinators prior to the HPE commencing work, and at least 2 working days before the start date, as without it, the HPE will not have access to the university systems and buildings.
Hourly paid employees will NOT be given temporary access to cover gaps in their employment.
To ensure that new members of staff are fully integrated into the School/Service/University, Directors of School/Service (or nominee) shall ensure that new staff receive an appropriate induction at School/Service level and that the staff member has access to the appropriate resources that they need to carry out their role.
Hourly paid employees are expected to complete their mandatory training modules online and should have objectives set at the start of their employment. Both of these activities should be accounted for in the hours of work allocated in the contract.
As part of their induction, hourly paid employees must be advised of the importance of entering their bank details into Staff Infobase and should do this on day one of their employment otherwise payment will be delayed.
Full and part time academics on a grade 8 or above should not be paid via the hourly paid contract route. Over-contracted teaching hours will be paid as overtime/additional hours with prior approval from the line manager. Please see the Overtime Policy on the HR web pages for further details.
For genuine ‘one-off’ visiting lecture payments, you should complete the Visiting Lecturer Form which will be processed via Accounts Payable in Finance, follow the process outlined in our Visiting Lecturers webpage.
The role of a visiting lecturer/guest speaker is determined as a person who gives an occasional talk on a subject on which they have specialist knowledge and which is not part of the core curriculum. Visiting Lecturers do not provide cover for existing staff and have full control over the content of their lecture.