Aim is a phased introduction of the new casual worker system in Q2 2019

We've updated our timeline for the Casual Worker Compliance project following further work with our software supplier.

We now expect to introduce casual worker bookings through our new system in April 2019, with claims being able to be made from September 2019.

While we've had to push back the launch of the new system, we've still been working on other aspects of casual working at the University. This includes:

What happens next?

We'll be arranging briefings for departments on implementation plans in the new year — please watch out for an invite.

If you're not already involved, interested staff are welcome to join our User Group - please contact Darren Geary, Project Manager at or on extension 3802 for more information.

This page was updated on 19 December. The page previously stated that "claims [would be] able to be made from June 2019". We actually expect to be processing claims through the new system from September 2019.

What is the Casual Worker Compliance Project?

The project's aim is to ensure compliance with government legislation for all casual workers at York. At the same time, we want to reduce time and effort spent on managing casual workers and free up more time for supporting teaching and research activities.

By introducing a new system and processes for engaging, paying and managing casual workers we aim to ease the pressure on hiring managers and administrators, who are on the front line of compliance.

The project will deliver a robust method for collecting, storing and monitoring Right to Work evidence, supported by HR Services. Casual worker engagements will be booked in advance so their hours can be monitored if necessary. Data and information about casual workers will be more easily accessible and auditable. Our casual workers will benefit from easier initial registration, a single point of evidence validation and faster payments.

Detailed work is starting now and the aim is to have the first departments live and running in Autumn 2018 with a full implementation across the University completed by December 2018. A project timeline is available.

Why is it being done?

The current processes are...

  • not a good experience for staff or casual workers
  • time consuming
  • not transparent or consistent

Reduce the risk of non-compliance with government legislation...

  • Right to work (R2W)
  • National minimum wage
  • Tier 4 student visa rules
  • General Data Protection Regulations (GDPR)

Who is involved with the project?

The project is being delivered by a cross-departmental team including HR, Finance, Careers and IT Services.

Joss Ivory, Director of Human Resources, is the Project Sponsor, and Darren Geary, IT Services, is the Project Manager. A Steering Group has also been established.

Where do I find out more?

Contact Darren Geary, Project Manager at or on extension 3802.