Information on payment for teaching support roles.
On the assumption that all applicants have already submitted the Applicant Information form, the Teaching Support Administrator will begin work on setting up your contract with Human Resources. You may need to provide additional passport ID or visa right to work documentation as part of the appointment process.
The Teaching Support Administrator will contact you once your contract is ready for collection from the Informatics Student Services Office. You must sign and return the enclosed paperwork by the stipulated deadline, otherwise your contract will not be valid. Please ensure that you complete this paperwork as quickly as possible so that your contract can be finalised. Please note that any subsequent timesheet claims will only be accepted once you signed your contract and this has been returned to HR.
You will also be provided with a staff card, although we realise that existing students may decide to continue to use their student card, there is no obligation for you to activate the staff card, although we understand that activated staff cards enable you to borrow books from the library for a longer period of time, and entitle you to use staff discounts scheme. Those wishing to access the staff MyEd pages and activate their new staff card should follow the instructions provided alongside the Teaching Support contract.
Informatics Teaching Support staff will receive a guaranteed hours contract offering a specific number of hours of paid employment per academic session. The number of guaranteed hours will be based on appointments (roles allocated) to date, in order to try to accurately reflect the number of hours you will do over the session. In practice, Teaching Support staff can apply for multiple positions, and are generally free to work up to 132hrs without further academic justification, however, please check restrictions as per School Policy. Once appointed to an individual course post (Tutor, Demonstrator, Marker etc), Student Services will specify the number of hours associated with that role - you MUST NOT work any additional hours without the expressed permission of Informatics Student Services.
It is important to note the following -
the course lecturer or PGR supervisor does not have the authority to increase the allocated hours; this must be done via the Teaching Support Administrator who will escalate it, if appropriate.
all students working in a Teaching Support role should agree a schedule of work with their academic supervisor, and review this regularly throughout semester.
the total number of working hours agreed should equal the allocated number of contracted Teaching Support hours.
all students working in a Teaching Support role should contact their academic supervisor if they are working at more than 20% above profile in any week.
all students working in a Teaching Support role who reach 90% of the total number of allocated hours MUST report this to the via email email@example.com.
Teaching Support staff are paid in arrears. Payment claims will only be processed once a WEEKLY timesheet has been submitted via email firstname.lastname@example.org. Please ensure you submit your timesheet(s) at the end of every week. Timesheet templates can be found below.
The last timesheet to be included in the upcoming payment run must be submitted no later than the 26th day of the month however, please note this may vary due to weekends, public holidays and University holidays.
Although timesheets must be submitted at the end of every week, payments will be made at the end of the month. In general, pay day for the University is the 28th of each month; unless it falls on a weekend, in which case it is the Friday preceding the 28th. A list of University payment dates can be found on the Finance Department's web page. Payscales can be found here.
Only tutors double their claimed hours when submitting a timesheet; all other work must be submitted in single time (i.e. 1hrs work = 1hrs paid). The University agreed that in order to provide an acceptable standard of tutorial, the tutor should spend 1hrs preparing for that tutorial (i.e. 1hrs work = 2hrs paid). Please record this accurately on the front of this form in the ‘Hours Worked’ section. All timesheet submissions are checked before being passed to Payroll for payment, however an inaccurate claim may result in delayed payment.
The Finance Team and Human Resources have advised that regular timesheet claims must be made throughout the session, rather than a single claim for all hours undertaken at the end of a semester. Must submit 1x timesheet each week which includes all hours undertaken since the last timesheet submission.
Please note that the timesheet submission has changed from monthly to WEEKLY. Please complete ONE timesheet for EACH week you have worked. Please make sure you submit your completed timesheets promptly by the deadline advised by the Teaching Support Administrator. Please note that incomplete timesheets will not be processed for payment. Please email email@example.com should you have any queries.
Outstanding hours claims will still be accepted while you await the completion of the contract process.
Note: Timesheet template has been removed whilst we move to a new system of online timesheet submissions. Students will be emailed once the new system is up and running, please keep track of your hours in the meantime.
IMPORTANT NOTE - failure to sign and return the relevant contract and paperwork will result in your contract being invalid. Until you return your signed contract, bank mandate and National Insurance Number our Payroll Team will be unable to pay you for any work you have done or have been allocated to do.
You can access your payslip electronically via the Employee Self-Service (Online Payslips). Please ensure you save a PDF copy of these for your records as you will not have access to them online once your contract has ended.
For queries about accessing your online payslip, via employee self-service, contact HR Systems team via HR.Systems@ed.ac.uk or telephone: +44 131 650 8126.
Please note that part-time RAs can be paid by contract and timesheet, as detailed above. Full-time RAs are expected to contribute to teaching within the School as part of their contractual obligations and cannot be paid extra for this work. You are advised to check on your staff and possible payment status at the time of application, helping to ensure that you don't complete work that subsequently can't be recompensed. RAs who do decide to apply for these posts, should firstly check with their PI before committing to this work.
Students funded via the teaching strand of the Principal's Career Development scholarship are encouraged to contribute up to 150hrs of teaching work per session, meaning payment cannot be made via the timesheet process. PCD students will be approached prior to the start of session to identify courses that they'd like to contribute to, usually signing up to advertised tutor, demonstrator, marker or Teaching Assistant positions.