Information for casual staff

You must …

• make sure you have a written employment contract with UOW
• complete and sign a Casual Authority form provided by your supervisor
• have ready documents providing your identity, working rights, bank, tax and superannuation information.

Once the Casual Authority form and any other relevant documentation have been processed, you will be issued with an employee number, job number and User Guide for Web Kiosk.

All casual staff pay details and payslips are available via the Web Kiosk. Payment summaries are available through your MyGov account.

Process map for hiring and payment of casual staff (PDF 853kb)

To demonstrate eligibility to undertake paid employment, casual staff are required to provide a certified copy of their identification and work rights -- see Requirements section below.

The University may subsequently check the work rights with the Australian Department of Home Affairs by completing a Visa Entitlement Verification Online (VEVO) check.

In most cases, casual staff holding student visas with work rights can work a maximum of 20 hours per week during session. It is the responsibility of both the supervisor and the casual staff member to ensure the maximum hours are not exceeded. The maximum hours are calculated with reference to all jobs a casual may hold, not just one that a particular supervisor oversees.

Not all student visas automatically come with work rights, but they can be applied for separately. Contact the Australian Department of Home Affairs for more information.

UOW People & Culture cannot process casual authorities submitted with incomplete visa/passport documentation until all the requirements outlined above have been satisfied. This may result in non-payment of salaries to the casual staff member. 

Requirements

• Australian citizens
• Certified copies of the relevant ID must be provided of a current passport; OR driver's licence AND birth certificate or citizenship certificate or Medicare card.
• The certified copy must include the statement "I certify that this is a true copy of the original document". The certifier must also include their full name, signature, date, registration number (if any) and qualification or occupation which makes them eligible to certify documents, on each of the photocopied identification documents.
• All others
• Visa Holder Work Entitlement Form (PDF) AND current passport AND a copy of work entitlements from VEVO or COE.
• ID may be certified by any approved witness under the Statutory Declarations Regulations 1993. VEVO checks do not have to be certified but will be independently verified by UOW P&C.

• Submit banking details (or update if your details have changed)
• Provide a certified copy of your highest qualification
• Provide evidence of PhD equivalency (if required)
• Tax File declaration
• Superannuation choice form (with UOW employer details) (PDF)
• Conflict of Interest and Secondary Employment form (PDF) - complete if required
• Visa Holder Worker Entitlement form (PDF) - complete if required
• Working With Children Check - paid work clearance (complete if required)
• Certified copy of Change of name certificate or marriage certificate (if name does not match identification documents)

• Academic - conditions of employment (PDF)
• Professional Services - conditions of employment (PDF)
• Clinical Facilitator casual employees - conditions of employment (PDF)

Academic casuals

Academic casual staff will not be employed beyond one teaching session without attending the University’s Casual Academic Induction.

Payment for attendance at induction will be paid for two hours at the ancillary hourly rate. Your supervisor will arrange access to the on-line induction for Sessional Staff in Moodle.

Professional Services casuals

Professional casual staff undertake local induction provided by their supervisor.

Pay rates for casual academic teaching staff

The following hourly rates are applicable from the following dates. These rates include a 25% casual loading and assumed hours of preparatory work.

It is necessary to ensure casual employees understand the nature of their duties and that the rate of pay agreed covers all incidents of employment necessary for the teaching and marking of the subject.

Additional work should be paid at the ancillary teaching duties rate. The ancillary rate is to be used for attendance at the casual employee induction training.

It is necessary that the supervisors of casual staff understand that casual staff cannot be expected or required to perform teaching or ancillary teaching duties beyond those expressly approved by the Head of Unit and paid for at the appropriate rate.

Note: Hourly rates on your payslip may vary slightly as the rates above are rounded according to normal rounding rules.

Related: Casual Academic Pay Rates Guide (PDF)

Paid to a casual staff member who does not hold a relevant doctoral qualification:

Paid to a casual staff member who holds a relevant doctoral qualification:

Pay rates for casual Professional Services staff

The following hourly rates are applicable from the following dates. (These rates include a 25% casual loading).

Academic staff must hold the appropriate qualification or have an approved equivalence.

The Teaching and Assessment Code of Practice outlines the requirements for equivalence. You must supply a certified copy of your qualifications if requested. 

Casual staff will ONLY be paid doctoral rates if they hold a relevant PhD or have a relevant APPROVED equivalence. While a small number of staff may, under special circumstances, have an approved exception to teach outside of the requirements of the Teaching and Assessment Code of practice, they will not receive PhD rates.

Web Kiosk

• Web Kiosk is the system you use to enter timesheets.
• To access, you’ll need your employee number.
• More information about Web Kiosk can be found using the Web Kiosk User Guide.

Unified

• Unified is the system that stores your employee details.
• You can access your payslips, update bank details, submit requests for P&C support, and search and apply for jobs.
• To access, you'll need your employee number and UOW staff email address.

Don't have employment number or UOW staff email account?

• Contact your Department’s or Unit’s administration team.

Work allocation

The University will provide casual employees information on their casual engagement in relation to the duties required, the number of hours required (commitment) and the rate of pay for each type of duty. These hours are not guaranteed and may vary and you will be advised, in writing, of any variation to the estimate.

Timesheets

Casual staff timesheets are submitted via Web Kiosk. For further information on Web Kiosk see the log into Web Kiosk User Guide

Always submit your timesheet with adequate time for your supervisor to check and approve prior to the relevant pay close.

Important dates

• See session dates

Timesheet amendments

• Casual Timesheet Amendment Form (PDF) - for submitting adjustments to incorrect timesheets
• Late timesheet 3 to 6 months (PDF) - for submitting a late timesheet three to six months late
• Timesheet Statutory Declaration (PDF)  - for submitting a late timesheet more than six months late OR you are no longer employed at UOW

When do my timesheets need to be submitted?

Fortnightly and the deadline for submitting timesheets is midday Thursday prior to each scheduled pay date unless otherwise notified. Time sheets received after this deadline will not be processed until the following fortnights' cycle.

• Casual Academic Timesheet Procedure (PDF)
• Casual Professional Services Timesheet Procedure (PDF)

What hours can I claim in my timesheet?

• You can only claim actual hours worked, regardless of your allocation.
• You are not authorised to work any hours that have not been communicated with you in writing (by the department/unit/school) and hours claimed outside of such will not be approved/paid.
• Any scheduled hours may be subject to change, and you will be advised in writing. 

Q: Can I get a parking permit?
A: Yes.

UOW has replaced sticker and paper parking permits with virtual permits for both Innovation campus and Wollongong campus effective from 2023.

For further information please visit the UOW parking webpage.

Q: How do I get a staff card?
A: Once you get your employee number, visit Student Central (Building 17, Wollongong campus) to have your photograph taken and a staff card made.

Lost or damaged staff card?

Visit Student Central (Building 17 Wollongong campus) to request a replacement card.

Q: How do I get a building security pass?
A: If you have access to the intranet, you can request a security pass online from Facilities Management Division. If not, ask your supervisor to request the pass on your behalf. 

Q: What is superannuation stapling?
A: From 1 November 2021 all new employees’ superannuation must go to their "stapled" superannuation fund and cannot be provided by the UOW default superannuation fund. As a new employee, you must provide UOW with your superannuation fund details on the Superannuation choice form.

For more information, visit the Australian Taxation Office.

Q: Who do I contact if I have a safety incident?
A: See Work Health and Safety for contacts and ways to report hazards, risks and incidents.

Q: Does UOW support employee Wellbeing?
A: Yes, see Well at Work wellbeing program.

Q: Does UOW have an App for security on campus?
A: Yes.

UOW Security is available 24/7 to provide assistance, first aid and security escorts. You can call or request their services via the SafeZone app or by phone on (02) 4221 4900.

Q: Does UOW have a moble App for campus maps, contacts, news and events?
A: Yes - see MyUOW app. 

Q: Will I be provided a staff email account?
A: Yes, A UOW staff email account will be automatically generated for you as part of the on-boarding process. You will receive an email to the personal email account that you provided on the casual work authority form with the details.

Your staff email is then used to access other UOW systems including the intranet and Unified.

Q: Where can I provide feedback to UOW?
A: Contact your supervisor or UOW P&C.

Submit feedback online

Q: Who do I contact if I need more information?
A: Pay, Web Kiosk, or Unified 

• Raise a Help Desk request through Unified
• Call (02) 4221 5902
• Refer to the Casual Pay page on the intranet for more information
• Search the P&C Helpdesk My Knowledge articles if you have Unified access

Timesheets

• Please check the Web Kiosk User Guide first

All other questions

• Please contact your local administration team

On 26 March 2021 the Fair Work Act 2009 was amended to include a new definition of a "casual employee" and other provisions relating to conversion from casual to permanent employment.  Employers had until 27 September 2021 to review their casual staff who have been employed on a casual basis for a period of 12 months as at 26 March 2021 and:

• offer conversion to permanent employment; or
• notify why they are not receiving an offer of conversion.

In August 2021 UOW completed its review of relevant casual staff.    

The Fair Work Casual Employment Information Statement provides information about:

• the definition of a casual employee
• when an employee must be offered permanent employment, known as casual conversion
• when a casual employee may request conversion to permanent employment
• the role of the Fair Work Commission to deal with disputes about casual conversion. 

Have questions?

• Log your questions through the P&C Helpdesk in Unified or
• email casual-pay@uow.edu.au