Pay

Timesheets will be automatically created by CCWS for you to complete.

Timesheets are prepared in a calendar week but payment is made monthly. Payment dates are available on the Finance Website (CCWS dates).

On this page:

Completing timesheets
Cancelling timesheets
Disputed timesheets
Expenses
Holiday pay
Pay dates
Changing your bank details
P45
Pensions
Entitlement to sickness and maternity pay
Pay queries

1. Completing timesheets

Fixed Hours booking

If you have received a "Fixed Hours” booking i.e. on a set date/time, the timesheet will be available for you to complete as soon as the assignment has finished.

Guidance is available on how to complete and submit a Fixed Hours Timesheet.

The timesheet created will mirror the booking made, but you can amend the start/finish times by following the Guidance on how to make an amendment to the hours worked for a Fixed Hours booking.

Draw Down booking

If you have received a “Draw Down” booking i.e. a number of hours for the week, the timesheet will be available for you to complete as soon as that week commences. It is important to note that this type of timesheet covers the whole week. So if you work more than 1 day that week you will need to add a row to cover each day worked.

You may claim for less or more hours than the booking was made for.

Guidance is available on how to complete and submit a Draw Down booking timesheet.

Fixed Fee

If you are receiving a “Fixed Fee” for your work via CCWS.

Guidance is available on how to submit a Fixed Fee payment timesheet.

The timesheet will be available for you to complete at midnight at the end of the day of the fee booking.

Fixed Fee plus Hours Worked

If the work you have completed involves a "Fixed Fee plus Hours Worked", this timesheet will be available for you to complete as soon as the ‘hours worked’ element of this assignment have been completed.

Guidance is available on how to submit a Fixed Fee and Hours timesheet.

You will receive reminders from the system once a month if you have any timesheets to be submitted. We ask that you submit your timesheets in a timely manner.

2. Cancelling timesheets

You may find that, on occasion, a timesheet appears in your CCWS profile for work that you were booked for, but unable to complete or the work was cancelled. If that is the case you can remove this timesheet.

Guidance on how to cancel a timesheet is available.

3. Disputed timesheets

The Department User approving your timesheet may send it back to you for further discussion or for you to make a correction if you have:

made a change to a Fixed Hours Booking timesheet,
claimed for more hours than a Draw Down Booking timesheet, or
made an error on your timesheet.

This is called “disputing” a timesheet, if this happens the department can leave a note for you in the timesheet to help explain why the timesheet has been disputed. It can be submitted for approval again, where appropriate.

4. Expenses

You can submit appropriate expense claims via your timesheet for expenses incurred whilst working for the University. All expenses must be pre-agreed with your Department and accompanied by a valid receipt (or in the case of a mileage claim, a screenshot from google maps confirming the distance between your journey's start and end point).

You should ensure that any timesheets have the relevant expenses attached before submission as you will not be able to re-open your timesheet once submitted to enter any expenses.

Guidance is available on:

5. Holiday pay

Workers are entitled to the equivalent of 5.6 weeks’ paid holiday per holiday year (including all public holidays in England and Wales). This will be paid to you at a rate of 12.07% of all hours worked on top of your hourly rate, and is automatically applied when you submit your timesheet.

The additional 12.07% on top of your hourly rate of pay is therefore paid to you in your monthly pay and will show on your payslip.

6. Pay dates

Dates for payment can be found on the Cambridge Casual Worker System area of the Payroll calendar on the University Finance website. This table also provides you with the deadline for when you need to submit your timesheet each month.

Please note if you are also a University employee you will receive payment for casual work along with your monthly salary, on or around the 26th of each month.

If you move to an employment contract following a period of casual work, then your payment date will change to the 26th of the month, and any money that was due to you for casual work will be paid with your first monthly salary payment as an employee.

7. Changing your bank details

You can amend your Bank Account details in CCWS at any time.

Please be advised that following any change to your details, your Department are asked to contact you by video call to confirm that these changes have been made by you. Therefore we ask that you do not, where possible, make any changes to your Bank Account in the few days leading up to the Payroll deadline to ensure there are no issues with your pay.

8. P45

Profiles can be deactivated on request in CCWS, or when you have not worked for 12 weeks and have no future work booked (for pension auto-enrolment reasons). Both of these processes will involve you being made a “leaver” in the HR Payroll System.

If the casual worker role is your only role you will be issued with a P45, approximately 2 weeks after the payroll cut off, in the month when your final pay is processed. A P45 will not be issued if you hold another role within the University, such as an employee or Temporary Employment Service (TES) worker.

Please ensure your email address is up to date in CCWS so that you may receive this, especially if it is likely you will lose access to your University @cam email address. If you know you will be leaving the University we advise you to update your email address in your “personal details” tile to include a personal email.

If you return to work for the University as a casual worker in the future, this P45 can be uploaded to CCWS when your profile is reactivated.

9. Pensions

If you are engaged through the Cambridge Casual Worker System (CCWS) you are eligible for the University’s auto-enrolment pension scheme, the Universities and Colleges Retirement Savings Scheme (UCRSS).

Aviva administers the scheme on behalf of Mercer. You can find out more information within the UCRSS member guide. Aviva will email you details about the scheme and what to do should you not wish to be enrolled. Some emails may require you to take action. Please do not dismiss them as spam.

10. Entitlement to sickness and maternity pay

Sickness Pay

If you have a sickness period that lasts for 4 or more days, you may be entitled to Statutory Sick Pay. Please fill out a Self-certification Form and send it to your institution.

If you would like to claim Statutory Sick Pay and you have been unwell for a period of 7 days or over, you must submit a Statement of Fitness for Work (a Doctor's Certificate) to your institution.

Entitlement to Statutory Sick Pay depends upon your length of service, how much you have earned and your length of sickness absence. If you satisfy the qualifying conditions laid down by law, you will be entitled to receive statutory sick pay at the prevailing rate.

Maternity Pay

You may qualify for Statutory Maternity Pay. Please visit Page 6 of our Worker Handbook for more details.

11. Pay queries

If you have any queries on your pay, including pension or tax queries, please contact the Payroll team at payroll.enquiries@admin.cam.ac.uk.

If you need to contact HM Revenue & Customs for advice, the details are below:

Income Tax Helpline – 0300 200 3300
National Insurance Helpline – 0300 200 3500

The PAYE Reference for the University is 126/U100 and you should also have your NI number to hand.