Agency workers (including LJMU students employed by Unitemps)
- Payment through Agency only via invoice
- Unitemps will complete the request form for access for any staff they employ
External consultants
- External Consultants are employed by an organisation that LJMU has a formal contractual arrangement with, for example, the consultants who support the IT and Finance departments
- Payment via a formal contractual arrangement with agreed terms of payment
External Examiners
- Only via LJMU Academic Quality and Standards
- Payment via a payroll bureau, tax deducted at source
Discover our External Examiners guidance.
External secondment
- Payment via a contractual arrangement with the home employer, production of invoice
Governors
- Only via Secretariat
- No payment, expenses only via LJMU Secretariat and Finance
Self-employed/sole traders
- Paid to an individual via invoice
Staff Infobase requires the below list of details to proceed and create an account, please copy and paste these headings and send to the proposed contingent worker:
- LJMU Contingent Worker Details:
- Name (must be full name as recorded legally and also including Title):
- Date of Birth:
- National Insurance Number (unique identifier):
- Contact Phone No:
- Contact Email Address:
- Contact Address:
- Legal Sex (HMRC and LJMU system requirement):
- Do you have the right to work in the UK for the purposes of this request?:
- Are you currently or have you previously been a student or staff member of LJMU? If so, please enter your employee/student number (if known):
Discover our step-by-step guidance on entering visitor details onto Infobase for authorisation.
Once the above information has been provided by the proposed contingent worker, the details will then need to be input by the nominating employee into the Contingent Worker Request Form and submitted for relevant approval(s) and notification(s) to generate a temporary IT account and access to LJMU buildings.
As all requests for temporary IT and building access will need to be approved by the Director of School or service, and the Head of Operations within faculties, it is important that all relevant information is submitted in a timely manner.
Requesting temporary IT or building access for a contingent worker allows that individual access to all our buildings and generic spaces, an LJMU email account, access to internal web pages, access to Microsoft 360 and inclusion in the department emailing list.
Please be aware that there may also be additional requirements that are dealt with at a local level such as access to specialised spaces, Academic Technology Approval Scheme (ATAS) clearance, risk assessments and health and safety briefings, therefore, approval in principle from the Director of school or service must be gained before completing the contingent worker access form in Staff Infobase.
It is the responsibility of the LJMU nominating employee to ensure their contingent worker complies with all LJMU policies, procedures and protocols and that their behaviour on campus is in line with LJMU values and Respect Always agenda.
If an international visitor requires a sponsorship visa, there are responsibilities of the sponsored visitor’s manager to ensure they are compliant with UK Visa and Immigration legislation and ATAS where appropriate.
Failing to adhere to statutory requirements can impact on LJMU’s ability to recruit international students and staff as our sponsorship licence requires complete compliance with the immigration rules. See details on our International Visitors Visa Information webpage.
In some circumstances visitor access may be subject to Export Control legislation.
When engaging or inviting a contingent worker to LJMU consideration should be given to what (if any) resources they may require, for example, a laptop or laboratory bench and what the lead time is for ordering, receiving and securing the budget for equipment.
The experience the contingent worker will have will depend very much on the pre planning of the nominating employee and for domestic contingent workers, Human Resources will require a minimum of 2 working days notice to action the authorised request for IT access, so please bear in mind the time it may take to be approved.
Where there are financial implications for LJMU such as bench fees, the RIS team will require a GAP record to be created at least four weeks before the scheduled start date at LJMU.
For those visitors who require visas or are subject to ATAS or Export Control rules, nominating employees should allow for a minimum of 4 months from the time of the visa request.
The duration of the engagement/visit should be accurately recorded when requesting temporary IT and/or building access. A reminder email/notification will be sent in advance of the scheduled end date and the nominating employee can choose to extend or end access for the contingent worker.
There are responsibilities and costs associated with granting a contingent worker access to LJMU IT systems and buildings, and access cannot be requested for more than one year.
If the visit/period of engagement ends earlier than expected, it is the responsibility of the nominating employee to advise HR when the contingent worker no longer requires building and/or IT access, so their accounts can be closed down.
This should be done as soon as the nominating employee is aware that access is no longer required as leaving contingent workers active on the system means they still have access to an LJMU email account and any requested systems.
Although there is no employment relationship between LJMU and a contingent worker, there are obligations the university has as a public body as well as civic and ethical responsibilities. It is important that contingent workers are properly inducted prior to engaging with LJMU and that the nominating employee has assured themselves that they can comply with all relevant LJMU Health and Safety policies and procedures. The nominating employee has a duty of care to the contingent worker and to LJMU to ensure all policies, procedures and processes are adhered to.
Although in most cases LJMU is making no direct payment to the contingent worker, checks should be done to ensure any income that is indirectly paid for by LJMU or income that is subject to visa requirements, is above the national minimum wage and should be above the national living wage.
Equally, the nominating employee should have assured themselves that there is no potential exposure or liability under the Modern Slavery legislation.
It is vital that the nominating employee has familiarised themselves with any legislative requirements regarding visas, ATAS and Export Control regulations as there are severe penalties for LJMU for non-compliance. Discover further details on the GOV.UK website for Immigration Rules.
There are also reporting requirements such as the monitoring of attendance/activity, confirmation of address and the reporting of any behaviours that give cause for concern (including social media activity).
There are only certain circumstances that nominating employees can claim expenses for contingent workers. Prior to the contingent worker arriving, the nominating employee should check the guidance on allowable expenses via our Expenses Policy or by contacting the relevant Finance Business Partner using LJMU Assist.
For any queries relating to the status of a contingent worker’s access request please contact HROperations@ljmu.ac.uk or review the status on Staff Infobase under your contingent worker approval searches.
For ATAS or Certificate of Sponsorship queries, please contact Human Resources at HROperations@ljmu.ac.uk.
For any queries relating to funding, payments or expenses for a visitor then please contact the relevant Finance Business Partner in the first instance.
