You have been set up as a user on the University of Birmingham Casual Fees system.

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1 User Guide for Eploy casual fees system Overview of Eploy casual fees system Eploy is a system developed to allow casual work to be set up through an electronic workflow, it will set the assignment up, invite the candidate, place the candidate, create the timesheets and process to payment. Access to Eploy The users of Eploy will have had their access set up via my.teams. Access to my.teams is obtained by logging on to the staff portal at using your Active Directory(ADF) username and password. Step-to-step guide 1. First time users of the system will receive an from eploy confirming that they have been set up to use the system, the address will be from First User From: First User Sent: 13 September :58 To: Subject: Welcome to the University of Birmingham Casual Fees system You have been set up as a user on the University of Birmingham Casual Fees system. You can access the system at and log in using the following details: Your username: WILLIACM Your password: Test Select the web link from the and enter the relevant username and password

2 3. The dashboard will then be displayed with all the relevant information that you can access with a description of each activity

3 4. To set up an assignment click on assignment and then click on add assignment 5. Select your commissioning manager from the drop down list. 6. Select your budget centre and relevant approver from the drop down lists and the system will default the relevant commissioning manager and will know

4 if you need 1or 2 approvers 7. The element 1 and element 2 code will automatically be populated by the system from the type of work that is being carried out and the budget centre code. 8. Enter the element 3 of the code and the name of the work supervisor and their address 9. Enter all the relevant assignment information and the system will automatically populate the relevant hourly rates fields from the grades that

5 are selected 10. Once the assignment has been completed you can either press submit or save in draft. Once you press the submit button an will be sent to the approver to approve the assignment. If you save in draft you can go back to the assignment at a later stage and then submit the assignment. 11. An will be sent to the approver to authorise. When the approver has approved the assignment an will be sent to confirm that the assignment has been approved and a candidate can be invited to undertake the casual work.

6 12. To invite the candidate click on assignment and select the relevant assignment from those displayed 13. Once selected the assignment information will be displayed

7 14. Click on the invite candidates and complete the information for the casual worker. An NI Number is not a compulsory field at this stage so the form can still be submitted with just the Surname, Forename and address 15. Once the worker information has been submitted the form will be displayed, showing the assignment and name of the worker. You can preview the that will be sent to the casual worker and if it looks ok you can click on the offer assignment button.

8 16. The casual worker will then be sent an offering the assignment with the relevant web link to accept the assignment. 17. The worker will log on directly to the system and set up all their relevant personal data and bank details and confirm what type of document they will be submitting for proof of eligibility of work.

9 18. Once the worker has completed all their information an will be sent to the commissioning manager to confirm that the worker has accepted the invitation of casual work. 19. The commissioning manager or administrator will need to meet with the worker to examine the original documents that gives the worker the right to work in the UK. A colour photocopy of the document needs to be taken and annotated with the text I certify that this a true copy of the original document seen by me (insert name of the person who inspected the document) on (insert date seen). You must then sign and date each document. The scanned and annotated colour document then needs to go into one file and be uploaded to the system. 20. To carry out the compliance check click on the Applications, click on all active applications and the compliance check application will be displayed

10 21. The documents to back up the eligibility to work need to be uploaded on to the files tab.

11 22. When the complaince check has been completed you can create the placement by clicking on the create placement

12 23. When the placement has been created the casual worker will receive a confirmation informing them of the placement. 24. Once the placement has been created this will automatically create all the relevant timesheets.to view the timesheets click on timesheets The system will automatically default to show all timesheets but you can filter on further options as shown above. The timesheets will be automatically paid on the basis of the hours the worker was originally engaged to undertake each week, unless the work supervisor has amended or placed the timesheet on hold. This needs to be done by close of play on Monday each week. An reminder will be sent out to the commissioning manager and work supervisor each week to remind them that there are timesheets to review.

13 26. When the timesheet has been processed the payment will be imported into payroll and will be paid the following Monday. An will be sent to the worker to inform them how many hours they will be paid for and the gross value of the payment.

14 If you have any queries regarding eploy. Contact: Caroline Williamson Telephone Number:

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