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Employing Casual and Bank Workers

If you are looking to employ a casual or bank worker, please download and complete the Casual/Bank Contract Form (PDF, 492 KB)

You must use Adobe Reader to open the form. If you do not have Adobe Reader installed on your PC/Mac, it can be downloaded from here.

Please also provide the worker a copy of the University Equality Statement (PDF, 216 KB) and the Staff Student Relationship Guidance.

Please note that we now no longer accept handwritten Casual Contracts and all Contracts will be paid on the submission of timesheets.

If you are looking to employ a casual member of staff, please read the Casual/Bank Contract Guidance Notes (PDF, 216 KB) and refer to the FAQs if you have any queries.

Process for raising a casual contract

Image for casual/bank staff

  1. Referring to the Casual/Bank Workers Contract Process Flowchart (PDF, 9 KB), decide which kind of worker you wish to employ:

    • Bank worker
    • Casual Engagement

    As a quick guide, the respective features can be seen at Casual/Bank Features (PDF, 265 KB)  .
  2. The School/unit checks through the QlikView Casual Directory if the individual already has a contract with the University covering the employment dates. If so, the school/unit asks the employee to complete a timesheet and there is no need to complete the paperwork again.
  3. If the individual does not have a current contract covering the period, the School/Unit should complete casual/bank contract form.
  4. Complete the bank worker engagement letter and terms and conditions OR the Casual Contract Terms and Conditions as applicable, and send to the employee.
  5. Once the employee has received the email with the form completed by school/unit, the individual completes their details on the form and returns to School/Unit for authorisation with all relevant documents if necessary.
  6. The School/Unit sends a scanned copy to Salaries (email: for action. The individual can then retain the original contract.

Nationality Checks

Due to changes at the Home Office, when submitting a casual/bank contract, please ensure the correct Right to Work Documents (PDF, 141 KB) are attached.  To assist with the Nationality check, please refer to the Right to Work Flowchart (PDF, 7 KB).

QlikView Casual Staff Directory

To access Casual Staff data across the University, and confirm which School/Unit raised the current contract together with their employment dates, there is now a Casual Staff Directory available in QlikView.

Please refer to the Casual/Bank Contract QlikView instructions (PDF, 225 KB) for notes on accessing the Directory.

If you require access to the Casual Staff Directory, please email

Completing the form

For guidance on filling out the form, please refer to the relevant notes below:

Other information

When completing the casual/bank contract, please note the Hourly rates of pay for casual work. If you wish to use a rate which is not published please contact the HERA Team (Higher Education Role Analysis), prior to submitting the casual contract and the work being undertaken.

Please submit by the cut off each month for hours worked prior to this date. Please ensure that the correct cost centre is on the timesheet, as this will ensure payment at the end of the month.


Human Resources

Salaries and Pensions
The Old Burgh School
Abbey Walk

St Andrews
KY16 9LB
Scotland, United Kingdom

Tel: +44 (0)1334 462569
Fax:+44 (0)1334 462570