Casual staff members can be engaged on an ad-hoc basis or for a very short period of time.
If the pattern of work becomes regular – either on a full-time or part-time basis – the casual staff members should move to a different type of contract.
For information about the types of contracts that are available, visit Making contractual changes.
Casual staff members who move to a different type of contract must complete a New Contract Form and send it by email to email@example.com.
Contracts can be generated using the Staff Contract Generator.
Casual staff members can take any of the job titles and roles pre-approved by IPSA – apart from the role of Intern which has a dedicated contract and job description.
For more information, visit MPs’ Staff Job Descriptions and Pay Bands for 2023-24.
Adding casual staff members to the IPSA Payroll
To add a casual staff member to the payroll, you need to provide the same documents as you would for a new starter. These include:
Casual contracts must be sent to IPSA by email by the seventh day of the month the employee started.
This is to allow time for the employee to be added to the payroll and set up online – and to allow enough time for them to submit any timesheets for the month they started.
How casual staff members can access IPSA Online
When a new casual staff member is added to the payroll, IPSA automatically generates a new online account.
This account is linked to the email address provided on the employee New Starter Form.
An automated email will be sent to the employee inviting them to complete their login.
The process takes just a few minutes and requires the employee to:
For more information, visit Using IPSA Online.
If they want to change the email address allocated to their IPSA Online account – for example, to change it from a personal to a work email address – please email the request to firstname.lastname@example.org.
If you experience any issues logging into IPSA Online, please visit our troubleshooting guide The ABC of IPSA Online.
Paying casual staff members
Casual staff members must submit weekly timesheets in IPSA Online.
Timesheets must be submitted within 90 days of the hours being worked.
For information on how to submit timesheets, visit Completing the MP Staff Overtime & Casual Claim Form.
The submitted timesheets are sent for approval to the Proxy (Office Manager) or in the absence of a proxy, to the MP before being directed to IPSA for payment.
Timesheets must be with IPSA by the end of the business day on the monthly deadline for the employee to be paid at the end of the month.
Timesheets received after the monthly deadline will be paid in the following month.
For more information, visit Payroll cut-off dates 2023-24.
Casual staff members accrue holiday with their hours and the holiday is paid with each submitted timesheet automatically. There is no need to claim holidays separately.
For more information, visit the Casual holiday pay calculator.
Casual staff members and pension auto-enrolment
All staff members are enrolled into the pension scheme, to which 10% of all monthly earnings are contributed.
The MP’s pension scheme is an employer’s contributory scheme only and no deductions are taken from the employees’ pay.
After receiving the first payment, the staff member is enrolled with the pension provider Legal and General.
They will provide the employee with information about managing their pension policy in the month after they were added to the IPSA payroll.
For more information, visit MPs’ Staff pension guidance.
Accessing payslips for casual staff members
Casual staff members can access their payslips using their IPSA Online account.
They will be available in the final week of the month. Payday is always the last working day of the month.
For more information, visit Accessing your payslip and Accessing your P60.
Keeping track of submitted timesheets
You can keep track of all submitted timesheets by using the history and status of submitted forms report in IPSA Online.
For more information and to check any submitted timesheets, visit History and status of submitted forms.
Ending a casual staff member agreement
When a casual agreement comes to an end, the staff member must complete an MP Staff Leaver Form in IPSA Online.
The form will be sent directly to the Proxy (their line manager) or in the absence of a Proxy, to the MP.
Please ensure the staff member downloads all their payslips as soon as the Leaver Form is submitted.
Their IPSA Online account will be deactivated once their payroll record is updated with their leaving date, and it cannot be reactivated.
IPSA can only issue a P45 upon receipt of a Leaver Form.
The P45 will be sent to the former staff member’s home address.
For more information, visit Using the MP Staff Leaver Form.