The overarching contract runs for a maximum period of one year and establishes the Visiting Staff as a ‘worker’ rather than employee; with freedom on both sides to offer assignments or not, which can be accepted or not without any implications.
There are two types of overarching contracts, academic and non-academic.
The Visiting Staff process:
The HOD will approve the spend for visiting staff cover and a suitable person to provide this cover will be identified.
The Department will then check on the vStaff portal to see if an overarching contract is already in place.
If it is not in place:
‘I confirm that the date and time on which this right to work check was made:[insert date and time], the check was carried out via teams/face to face [delete as appropriate] and is a true likeness’
Print name:
Signature:
Date:
‘I confirm that the date and time on which this right to work check was made:[insert date and time], the check was carried out via teams/face to face [delete as appropriate] and is a true likeness’
Print name:
Signature:
Date:
Once it is in place:
We recommend that staff submit their claims on a weekly basis.
All hours must be claimed before the end of an assignment, failure to do so may result in a delay in payment.
Visiting staff are paid for any claims submitted from the 1st day of the month to the last day of the month, these are then paid the 21st of the following month unless the 21st falls at the weekend in which case payments will be made on the Monday.
No, the system is not able to do this. Departments will need to keep a record of who they have passed the link to and follow up directly with the person concerned.
No, but links to the relevant schemes will be provided in the overarching contract.
No, vStaff portal will send the confirmation out automatically to the visiting staff member and a copy will be sent to People & Culture.
Yes, anyone in theory can be a timesheet approver as long as they have been set with the Line Manager role within the user account - this can be requested to the Management Accountant to add as required - ManagementAccounts@beds.ac.uk
The overarching contract will need to be extended.
To do this please send to visitingstaffqueries@beds.ac.uk an updated Verified Right to Work check and Notification to People and Culture Form in a .zip file.
Once the extension in updated on iTrent you will be able to raise a new assignment.
No, these can run consecutively.
This can be seen on their vStaff profile.
To make your claim please follow the payment details below.
Payment:
Your hours should be entered onto the University of Bedfordshire timesheet portal which can be found here: https://vstaff.beds.ac.uk
Your user name will normally be your initial and surname, however this may need to be amended slightly if there is a similar name on the system already. If your user name is not your initial and surname, please call the ICT Service Desk to obtain your user name.
Your password will be your date of birth in the format BedfordshireDDMMYYYY. When you log in for the first time, you will be required to change your password to a minimum of 16 characters.
We recommend you change your password immediately to keep your accounts and data secure. Information on how to reset your password, and instructions on how to set up your security questions should you forget your passwords, can be found here: https://in.beds.ac.uk/ict/guides/ (click on Password reset guide)
Log in -> claims menu -> Enter new claim -> then click onto the contract you would like to claim for and then submit your hours. You should also be able to see the status of the contracts and if they have been approved or not.
Payroll deadlines and monthly pay dates can be found on the Finance page on the intranet. Payment will only be made once the claim has been authorised by your Head of Department and Dean/Corporate manager. Payment will only be made for actual hours worked.
Your password is your NI number, letters in upper case.
Yes, please log a request via the Estates & Facilities service desk.
Yes, the department should contact trent@beds.ac.uk to request access.
You are entitled to the equivalent of 5.6 weeks' holiday during each holiday year (including all bank holiday entitlements), calculated on a pro rata basis depending on the number of hours that you actually work. Your holiday entitlement is therefore equivalent to 12.07% of the hours that you actually work in each holiday year. The University's holiday year runs between September and August.
Your password is your NI number, letters in upper case.
Visiting Staff are entitled to SSP from the first day of sickness.
Please complete the self cert form on the HR A-Z page and send to your line manager for approval, this should then be submitted to P&C@beds.ac.uk - a Dr note should also be provided for sickness lasting more than 7 days.
Notification to People & Culture form [DOCX]
Visiting Staff application form
For all enquiries concerning the Visiting staff, please contact via email visitingstaffqueries@beds.ac.uk