Information about getting paid. HCA Teaching Support staff will be assigned to one of the following job descriptions and appointed to a spinal point on the University's pay scale. Your hourly rate will be included in your Provisional Offer letter you must check this. Please note by accepting the hours offered to you, you are also agreeing to the hourly rate offered. If you have any queries regarding your hourly rate please contact HCA-Teaching-Support@ed.ac.uk. All new Guaranteed Hours Tutors and Demonstrators will be appointed at point 1 within grade UE06 of the University pay scales. Document Tutors Job Description (HCA) [PDF] (529.41 KB / PDF) Document Demonstrator Job Description (HCA) [PDF] (534.96 KB / PDF) Conditions of Service and other Policies Claiming for guaranteed hours work In order to receive payment, tutors and demonstrators must submit their claims for hours worked using the University’s People and Money system. Tutors, demonstrators and Teaching Support staff are paid monthly in arrears and payments can only be made on basis of hours input via a Time Card in People and Money. The deadline for submission of the Time Card is, unless otherwise advised, THE LAST DAY OF THE CALENDAR MONTH. The December deadline will be earlier due to the Christmas closure; the exact date will be advised once it is known. A reminder to submit claims will be sent by email a few days before the end of the month deadline. Please make sure you submit your claim by this deadline to allow time for checking and approval in time to be passed to Payroll for payment. Inaccurate claims may result in delayed payment. We cannot guarantee that late claims will be processed and paid in time. You are advised to input and SAVE your hours during the month and then SUBMIT your claim on or before the last day of the calendar month. Only one claim can be submitted per month and you should claim hours worked regularly at the end of the month in which they were worked. The hours claimed must match the hours specified in your Breakdown of Hours. Preparation time must be claimed and must match the corresponding tutoring or demonstrating time. Please see below for details of how to claim, the PDF includes screenshots from the system. Document HCA 2022/2023 Claiming for guaranteed hours work (691.28 KB / PDF) Timescales for Time Cards The standard timescales for each month are: 1st to last day of the calendar month Enter and save entries to Time Card Last day of the calendar month Submit Time Card 1st of the next month to payroll deadline, usually 10th of the month Any adjustments required to Time Card contact hca-teaching-support@ed.ac.uk or hca-hr@ed.ac.uk as appropriate Payroll deadline for ten days, usually 20th of the next month No changes to or viewing of Time Cards At least two days before Pay day Payslip available 28th of each month, unless a weekend when previous Friday Pay day It is important that you do not go back into view your Time Card once you have submitted it. General guidance University guidance can be found at: People and Money demo videos Time recording People and Money - Employee - How to create timecards – 6 mins People and Money user guides Time recording Employee Guide - How to Generate Time Card (1.1 MB PDF) Make sure you also follow the HCA specific guidance below. Logging into People and Money Log into MyEd using your Staff UUN and Password Select “Staff Resources”- “People and Money” Select the Company Single sign on option Do NOT enter your login details on this screen as you will log in through MyEd Accessing Time Cards From the People and Money home screen Select “Me” Select “Time and Absence” Creating a NEW Time Card Select “Current Time Card” Check the “Time Card Period” is correct for the month you wish to input hours for It is easiest to input hours within the month that they have been worked but there may be occasions where you need to input them after the month has finished. Click “Add” to create a new Time Card You can only submit one Time Card per calendar month You can only claim for one month per Time Card You can only claim hours from the date your contract starts. Creating a NEW Time Card after the end of the month You MUST only add a Time Card for a previous month before the payroll deadline so liaise with Tutor and Demonstrator Co-ordinator beforehand. Select “Existing Time Cards” Click “Add” to create a new Time Card You will need to change the “Time Card Period” in the “Date” field right at the top on the left of the screen that today’s date. Change this date back to a date in the month you want the Time Card to be for. Entering information in Time Card Do NOT enter anything into Fund Cost Centre Analysis Portfolio Periodicity Alternate Rate Information required for Assignment Number Time Type Course Codes Work Category Select Dates Quantity Assignment Number If you have more than one assignment across the university be careful to check you are using the correct assignment number You can find your assignment number under the Employment Info section in your Personal Info page on People and Money and on your staff card or your payslip. When entered the Department and Job fields below will be populated, check these are correct. Time Type This should always be “Guaranteed Hours” If you get an error message when choosing the Time Type check that the Department and Job fields have populated. If not wait until they have and try the dropdown again. Course codes This is actually the course name Please be very careful when choosing this as there are a number of very similar course names Course details are required when claiming the following Work Categories Tutoring Demonstrating Preparation Time Marking When using the Work Category “Other Work Types” include course details when claiming Feedback Course meetings When using the Work Category “Other Work Types” don’t include course details when claiming School or Subject Area Induction Training courses Work Category Only use the categories below Tutoring Demonstrating Preparation Time This MUST match the Tutoring / Demonstrating time claimed If you are claiming Preparation Time for Tutoring / Demonstrating to be claimed on the next month’s Time Card add a note in the Comments box Marking Other Work Types Feedback – Course codes required Course meetings – course details required and details MUST be added in the Comments box Induction meetings / training - details MUST be added in the Comments box Select Dates Only use the multiple days function if everything is completely identical, including Course Codes and Work Category either clicking on multiple dates in the calendar or using Add another date If you have swapped classes with another tutor you should enter the dates you actually worked Once you have selected the date you must click off the calendar to choose it Quantity The number of hours worked This should be to the nearest ¼ hour, entered as 0.25 Preparation Time MUST match the Tutoring / Demonstrating time claimed The hours claimed must match the hours specified in your Breakdown of Hours Hours claimed for any one day should be reasonable, standard working day 7 hours Weekly hours worked and claimed MUST take into account any applicable restrictions, eg. visas Claiming Induction / Training / Course Meetings You should claim for attending or watching the recordings of Induction sessions, attending Course Meetings or completing the People and Money training courses on your Time Card. Work Category Other Work Types Induction / training / course meetings you MUST add details in the Comments box which meeting / training course in person or recording course meetings please include the course code induction meetings and training do not need a course code Quantity Hours worked – to nearest ¼ hour To view the time taken for People and Money courses From the main screen in People and Money Click on Learning Then View Transcript Click on the arrow at the bottom of the section for the course Actual effort shows hours to be claimed, round to the nearest ¼ hour (0.25) Saving Entries Once you have entered all the required information Click on “OK” at the top right You can only access the Comments box once you have saved your entries. Entering Comments You can only access the Comments box once you have saved your entries. Scroll to the bottom of the screen and click the arrow at the right of the Comments box This will open up the Comments box for you to enter necessary details There is only one comments field per Time Card for all entries Comments must include the date and number of hours each comment relates to Hours claimed under Other Work Types need a comment as follows: Induction meetings / training - details MUST be added Course meetings –details MUST be added and Course codes required Feedback – no comment needed but Course codes required You will need to Save your Time Card once you have entered any Comments. Saving your Time Card If you do not also save your Time card entries will be lost. Once you have entered all the required information and comments Scroll to the top and click on “Save and Close” at the top right The claim will now show as Saved in your list Do NOT click Submit Adding to an EXISTING saved Time Card Only make changes to SAVED Time Cards NOT Submitted or Approved. Log into “Time and Absence” in People and Money Select “Existing Time Cards” Click on the date of your Saved claim Add entries as usual To amend existing entries Click on the pencil icon at the right of the entry Add an extra comments Remember there is only one comments field per Time Card for all entries so make sure you add and don’t overtype Scroll to the top, click on “Actions” at the top right Choose “Save and Close” Do NOT click Submit If you do not save your Time card entries will be lost Submitting your monthly claim In order to be paid you MUST submit a Time Card. You must only submit one claim per month and you must submit your claim on or before the last calendar day of the month. Once you have submitted your claim it is important that you do not go back in to view your Time Card, as explained in the "Timescales for Time Cards" section above. Once your claim for the month is complete In the Time Card scroll to the top and click on “Submit” at the top right Any changes or additions needed to submitted or approved Time Cards Contact hca-teaching-support@ed.ac.uk Additional entries for previous months should be added to your current Time Card with a note in Comments, do not enter on to the previous Time Card Printing your Time Card You can save a PDF copy of your Time Card to refer to once you have submitted it. Scroll to the top of the Time Card, Click on “Actions” at the top right Choose “Print” This gives you a print preview of your Time Card which you can then save as a PDF. All the details you have entered, including Work Category, Course Code etc. are shown, though please be aware that the details are shown twice in a slightly different order. Additional Payments The Teaching Support contract and payment mechanism is intended to remunerate tutors, demonstrators and markers for teaching related work, preparation and contact time. Teaching Support staff will not be reimbursed for any travelling and other non-standard expenses. Similarly, open-ended office hours will not be routinely paid to tutors throughout semester, although tutors involved in the delivery of any pre-approved single-session additional feedback events can claim for these as advised above. Please contact Teaching Support if you want to check on your number of hours, or have any additional questions. School of History, Classics and Archaeology - Teaching Support Contact details Email: hca-teaching-support@ed.ac.uk Payment for Research Staff Please note that part-time research staff can be paid by contract and timesheet, as detailed in the Eligibility section. Full-time research staff are expected to contribute to teaching within the School as part of their contractual obligations and cannot be paid extra for this work. Research staff are advised to check on their status at the time of application, helping to ensure that you don't complete work that subsequently can't be recompensed. Research staff who do decide to apply for these posts, should firstly check with their PI before committing to this work. This article was published on 2024-06-19
