Hiring casual workers

Casual Work Management application

All worker setup and payments are done using the Casual Work Management application.  If you have a new requirement for a casual worker and have not been previously been setup in the application, please complete the Ad hoc casual work request form and email to the Casual Worker Team.

Legal and regulatory requirements 

When hiring casual workers, there are a number of employment and immigration regulations that must be adhered to. Failure to do so can have serious consequences for the hiring manager,  Imperial and the worker.

When hiring casual workers, you must follow employment and immigration regulations.

It is illegal for managers to:

• Assign work before confirming the worker’s right to work.
• to assign work beyond visa-permitted hours or conditions.
• to continue to assign work after the right to work has expired.

Workers must also comply with these laws. Payroll will not process payments for work that breach our legal obligations as an employer.

Worker and work assignment set-up

Before any work starts, the worker and assignment must be set up. Workers can’t submit timesheets for payment until this step is completed.

 Departments regularly using casual workers:

• Department Administrators should add a Requirement Schedule (RS) for any new assignment using the Casual Work Management app. For existing workers with an open RS for the same role, no new RS is required.
• The Casual Worker Team will then onboard new workers or confirm assignments for existing ones, allowing work to begin.

 For departments new to the Casual Work Management app: submit the ‘Ad hoc casual work request form' to be set up in the system

Worker payment

Casual workers are paid monthly. The payroll deadlines can be found on the ‌2024 Casual Worker Payroll Deadlines.‌

Timesheet submission and approval process for payment: 

1. Workers submit timesheets in the app  (See Existing Casual Workers page for links to the app for workers.)
2. Managers review and approve or reject them
3. The departmental Payroll Approvers for payroll. 
4. Approved timesheets submitted by 5pm on the Pay8B submission date are processed for payment.