Employment of Casual Employees

This section identifies the key steps to work through when employing a new casual staff member. If you are new to the process and would like comprehensive information about the casual employment process, please see our temporary employment guidelines or contact the HRHelpdesk.

Step 1 - Identify whether the employment fits this category

A casual employee is defined as an employee who:

  • is engaged to work only on an "as and when" required basis; and
  • is under no obligation to accept work offered; and
  • is employed for discrete casual work engagements; and
  • has no expectation of ongoing or further casual work engagements being offered; and
  • is paid on the submission of timesheets, including holiday pay.

A single casual work engagement is defined as a discrete period of casual employment that starts and finishes within a short period e.g. for one hour, or two days, or three weeks; however a single casual engagement must be of less than four weeks.

If you are looking to engage someone for four weeks or more, please refer to either the fixed-term or permanent webpages.

Step 2 – Determine the type of role and the item code

The same job title framework is available as for fixed-term or permanent roles, but as casual engagement duties tend to be more fluid it is common that duties can overlap multiple job titles:

If the role involves tutoring plus other duties (such as a tutor /marker), then please use the academic "Tutor" job title

If the job involves a mix of duties, such as Marker/Exam Supervisor/Invigilator/Demonstrator/Research Assistant, then use professional services job title of “Assistant - Academic Support”

Academic roles (item code 1011)

Casual roles that employed primarily in University teaching and/or research: 

  • Assistant Lecturer, Lecturer, Senior Lecturer, Associate Professor, Professor
  • Graduate Assistant, Tutor/Senior Tutor
  • Postdoctoral Fellow
  • English Language Teacher, Senior English Language Teacher
  • Veterinary Intern, Practicing Vet/Professional Clinician, Senior Practicing Vet Professional Clinician
  • Research-only academic staff

Professional services roles (item code 1012)

Casual positions the same or similar occupational classes as:

  • Administration
  • Assistant - Academic Support
  • Markers, Exam Supervisors, Invigilators
  • Finance, Human Resources, ICT Professional and Public Relations
  • Aviation
  • Caretaker & Cleaner, Catering
  • Farm Staff, Gardening Staff, General Services and Printery
  • Librarian & Library Assistants
  • CED Teacher/Reg Advisor
  • Research-only Support Staff (Research Assistant)
  • Managers and Analysts

Technical roles (item code 1013)

  • Demonstrators
  • Casual Technicians/Technical Assistants (College of Science or Health)
  • Animal Husbandry (animal care related work such as stable-hand, kennel-hand)

Step 3 – Determine the rate of pay to be offered

Most casual employees are paid on an hourly rate for all duties performed, at the same hourly rate as an employee who has been appointed to a fixed term or permanent roles, and the collective employment agreement provides guidelines on the ranges available.

Some casual employees are paid different rates for different duties. All agreed rates need to be included on the Schedule 3 of the casual employment agreement.

Rate of pay provided on the Schedule 3 must be exclusive of 8% holiday pay.

Care needs to be taken on the submission of timesheets to choose the correct duty to avoid incorrect rates and costings being used. To reduce the possibility of incorrect payments, we recommend minimising the use of different rates and costings where possible to avoid unnecessary complexity.  

If further duties are undertaken during the course of the engagement that involve different rates of pay then an updated Schedule 3 must be provided. Employers are required by law to keep a signed copy of the employment agreement with current terms and conditions.

The Schedule 3 of the casual employment agreement requires a default GL/RM/PR/NP account to be recorded. It is possible to override this on any or every time sheet submitted, but permanent changes should be provided to HR Services by a revised Schedule 3. It is not necessary for the staff member to sign for notifications of changes in cost codes only. 

For further detailed information related to casual employment, including minimum wage and public holiday entitlements please see our temporary employment guidelines.

Step 4 - Documentation required

When you have identified the person you wish to engage, obtain relevant documentation:

  1. Employee's CV - CV Template
  2. Verified copy of eligibility to work in New Zealand (evidence of NZ Citizenship/permanent residency/work permit) and
  3. Verified copy of proof of identity e.g. a birth certificate, passport or New Zealand Drivers Licence

A verified copy means one that is confirmed by a Justice of the Peace, Lawyer or Notary Public as a true and accurate copy of the original and means that the original document has been sighted by the person providing the verification assurance.

This information is required to engage casual staff and copies of the documentation must be sent, along with the remaining employee documentation (Steps 6 and 7) to HR Services on either prior to or the employees first day of work. 

If the prospective employee is either already active within the payroll system, or they have worked for Massey before, full paperwork may not be required. The flow chart below provides guidance on what is needed in these situations. The HRHelpdesk@massey.ac.nz, or your HR Administrator will be able to advise you what information is already on file.

Step 5 - Complete relevant pre-employment checks

Casual Employment does not require the ‘Previous Employment at Massey University’ check. If the casual work is considered 'high risk', then Credit History, Criminal and Traffic Convictions (Security) and Health Assessment checks may be required.  

Your HR Advisor can advise on what pre-employment checks are applicable for the position.

Step 6 - Complete the relevant documentation

The casual employment agreement is available below.  

The casual employment agreement can only be signed on behalf of the Vice-Chancellor by those managers with the delegated authority to employ casual staff. If you are unsure of the required delegations, please check the Delegations Document.

Step 7 - On the employee's first day at work

On their first day at work, a full induction is provided to your new casual staff member, including their overall work area. Each engagement may require further induction with regard to Health & Safety if their work environment has changed. 

A timesheet will need to be completed each pay period your employee works and sent to HR Services, prior to payroll close-off for each fortnight. Payroll dates are available here.

Once the forms and agreements are completed and signed, forward to the HR Services, PN 202 (internal mail).

After HR Services receives all necessary paperwork, the casual employment agreement will be loaded into the HR system. For each new casual agreement the department administrator will receive a copy of the completed Schedule 3 containing the staff member's job number and the timesheet code(s) to be used when completing the staff members' timesheets. We ask that the administrator pass this information on to the staff member as no further notification will be sent by HR Services.

Cas Emp Agr Schedule 3

More in-depth information on completing the Schedule 3 is available here.

A list of all your casual staff members' job numbers and timesheet codes is available at any time from the HRHelpdesk. The report will contain the following headings:

Cas staff report

Further in-depth instructions on completing the timesheet template are available here. It is recommended that all new staff members who will be submitting timesheets familiarise themselves with this information. 

Step 8 - Conclusion of the casual work engagement

No action is required on the last day of a casual work engagement, other than ensuring all timesheets are completed.

Massey Contact Centre Mon - Fri 8:30am to 5:00pm 0800 MASSEY (+64 6 350 5701) TXT 5222 contact@massey.ac.nz Web chat Staff Alumni News Māori @ Massey