Flexible Worker Assignments (FWA) guide for employees

What is a Flexible Worker Assignment?

A Flexible Worker Assignment (FWA) is a short-term contract for people who are supporting University work on an ad hoc or short-term scheduled basis. This might include:

• teaching or demonstrating
• administrative support
• invigilating exams
• working in hospitality

Flexible Worker Assignments are sometimes referred to as casual worker contracts, but you will see the term flexible worker used throughout this guide.

If you are a PhD student working as a tutor or demonstrator, your work may be set up differently under a Graduate Teaching Assistant (GTA) assignment. For more information, see the Graduate Teaching Assistants (GTA) guide for PhD students.

Before you start work

To begin your assignment, you must receive, complete, sign and return a set of documents from your line manager. You cannot start working until this process is complete.

Your line manager will email to you:

• Flexible Worker Assignment letter – this outlines the work, hours and rate of pay
• Personal Details form – where you provide your legal name (plus any known-as names), contact and bank details
• HMRC Starter checklist for PAYE
• Equality, Diversity and Inclusion policy (PDF) (for your reference)
• Personal Relationships at Work policy (PDF) (for your reference)

You must:

• check you have completed every section required on the documents and your details are correct
• complete and return all documents by email (typed, with a signature or confirmation by email)

Right to work (RTW) checks

• You must provide valid evidence that you are eligible to work in the UK before your assignment begins. This is a legal requirement.
• Your line manager will guide you through this process. If you are a student visa holder, your visa will include details about how many hours you can work per week during term time.
• Important: For postgraduate students, term time is considered to be year-round. It does not follow undergraduate semester or vacation dates.
• See the employee guidance for completing a right to work check for more details.

Recording hours and timesheets

• You must record the number of hours you work using a timesheet.
• Your line manager will let you know which format to use.
• Each month, send your completed timesheet to your line manager for approval.
• Once approved, your hours will be added to the master timesheet and sent to Pay and Pensions for processing.

Your pay

• Your rate of pay will depend on the type of work you are doing. You can view current rates on the Hourly rates of pay for flexible work guide.
• If you are covering a role that already exists at the University, the pay rate will be based on the first point of the appropriate grade.

Getting paid

Flexible workers are paid monthly by BACS to a UK bank account. Pay is issued on the second last working day of the month.

To receive your pay on time:

• make sure your forms are complete and returned promptly
• check your bank details are correct
• update your details in HR self service as soon as there are any changes to your address or bank details. The system is not connected to MySaint so any changes made there do not filter through
• submit your timesheet to your line manager every month using the local process

You can view your pay documents in HR self service once your payroll record has been created. Your line manager will let you know when this is ready.

Late or incomplete forms will delay your record being processed and may also delay payment of timesheet hours.

Travel

In accordance with the Hybrid Working policy, travel between home (or another remote location) and the University is not classed as business travel. These costs cannot be claimed.

You must use your own time to travel to and from the University.

Car parking

Flexible workers are not eligible for University staff car parking permits, as these are valid for four years and intended for long-term employees.

If you need to park on campus, the employing School or professional services unit should be able to issue you with a temporary visitor's permit for the duration of your assignment.

If a visitor's permit is not available locally, it can be requested by the School or professional services unit from Estates.

Parking at Walter Bower House

If you are based at Walter Bower House at the University's Eden Campus in Guardbridge, you can avoid parking fines in either of the following ways:

• Sign in using the iPad at reception. You will need your staff pass number and vehicle registration.
• Ask at reception for a temporary parking permit to cover the period of your assignment.

Important

• If you park in a University car park without a valid permit, you may receive a fine.
• A parking permit does not guarantee a space.
• Permits are not transferable to other users or vehicles. They are issued for the named applicant and the stated vehicle only.

For full guidance on car parking, read the Parking regulations policy (PDF).

Staff car park locations

You can view staff car park locations on the University map. A list of car parks is also included in the guidance on getting a car parking permit as a staff member.

Sickness absence

You will receive statutory sick pay (SSP) from the first day of sickness absence provided that you are eligible and follow the reporting process below. You will be paid for the days you're off sick that you normally would have worked. 

If you are unwell or unable to work, you must inform your line manager (or appropriate delegate) as soon as possible and by no later than one hour of your agreed start time. You must explain the reason for your absence (e.g. sickness bug, back pain, cold, or another condition) and confirm your working days so your line manager knows which days should be recorded as sickness absence. 

If your absence lasts longer than 7 calendar days, you must provide a Fit Note or appropriate evidence such as confirmation of hospital admission. Failure to provide acceptable evidence may delay the processing of your sick pay. 

You are expected to maintain regular contact with your line manager (or appropriate delegate) throughout your absence.

When you feel well enough to return to work, you must inform your line manager (or appropriate delegate). This can be done in advance of your next scheduled working day.  Your line manager (or appropriate delegate) will notify Payroll to ensure your absence record is updated and your pay is processed correctly. 

When you return, your line manager may arrange a return-to-work meeting. This is an opportunity to discuss any support you may need. 

If you do not report your sickness absence in accordance with this procedure, it may result in non-payment of sick pay and the absence being recorded as unauthorised.

Statutory leave

Flexible workers do not have the same contractual leave entitlements as permanent staff, but they may still qualify for statutory leave, including pay, if they meet eligibility criteria. You can find more information on GOV.UK about:

• Maternity and paternity leave
• Adoption leave
• Shared parental leave
• Parental bereavement leave

If you believe you may be eligible for any type of statutory leave:

1. Inform your line manager as early as possible.
2. You may need to provide documentation (for example,  proof of parental status).
3. Your manager will liaise with Pay and Pensions and HR to confirm your entitlement.

Holiday entitlement

Flexible workers do not accrue annual leave in the same way as full-time staff.

Instead, your holiday pay is included in your monthly pay based on the hours you have worked. This will appear as a separate line on your payslip.

University holidays

Flexible workers are not entitled to paid leave on the University’s five statutory holidays (25 and 26 December, 1 and 2 January and the May Day holiday), unless:

• they are scheduled to work on that day as part of their agreed hours, and
• their pay arrangement includes holiday pay for these dates

Flexible workers are paid rolled-up holiday pay, which means an additional amount is included with your monthly pay to account for holiday entitlement. This includes public and statutory holidays.

These days will appear as normal unpaid non-working days if they do not fall on a day you are contracted or scheduled to work.

If you're unsure how this applies to your role, speak to your line manager or email Pay and Pensions for clarification.

Help and support

If you have questions about your assignment, working hours or pay, contact your line manager in the first instance.

You can also email monthly-ns@st-andrews.ac.uk for payroll queries.

If you have questions about your terms and conditions, visa, or eligibility to work, contact your HR Business Partner.