Overview of next steps for implementation
The Cambridge Casual Worker System (CCWS) will be available for all Institutions to access from Monday 14 November 2022, subject to final confirmation on Thursday 10 November. This is the system which the University will use to manage and pay its casual workforce from January 2023 onwards, replacing part of the University Payment System (UPS2). Whilst access will be granted to CCWS from this date, the first bookings, i.e., the first time an individual will work under a CCWS engagement, will not be until week commencing 2 January 2023. Institutions should use the time in between to ask workers to register, approve worker profiles and input bookings for Lent Term 2023. All payments made in respect of casual work after this date must be processed via CCWS.
Where an individual provides their services as a casual worker, prior to 2 January 2023, they should be paid via the University Payment System (UPS). All entries for casual work undertaken prior to 2 January 2023, must be processed, by departments, via UPS on/before 19 January 2023 as, after this date, you must not use UPS for these payments.
Accessing the system
Institutions
Department users will receive an automated email, from the system, on 14 November and should follow the link provided to log in for the first time. Users should use their CRSID@cam.ac.uk email address as their username for CCWS.
Institutions are asked to review and familiarise themselves with the information provided on the HR Webpages to understand their responsibilities in the process. Please note that this new system does not allow undergraduate examination payments to be processed centrally. Further information and training will be available for departments in due course.
Workers
Workers will have to register to access the system using their personal email addresses. A template email has been provided for Institutions to send to workers in their area when the time comes for them to register. Institutions should send out these emails to any worker who may be required to work in Lent Term 2023, asking them to start registering their details and uploading their Right to Work documents from 14 November onwards. If a worker isn’t needed until later in 2023, they can register at any time closer to the period of work.
Training materials
Training materials have been created for the new system and are available via a link on the website CCWS Training Materials. Materials are divided into two Training Libraries: one for department users and one for workers. The libraries contain pdf training manuals for each step in the process, along with short video training guides to support each step.
Institutions should ensure that all new users of CCWS have accessed these before the end of December.
Webinars for institutions
Two webinars will be held: the first will be held on 2 November 2022 and the second on 8 November 2022 for department users (not workers). These webinars are intended to give users a deeper understanding of the system and the processes involved in managing a casual worker in CCWS. If individuals are unable to attend these webinars, they will be recorded so they can be viewed at a later date.
Please book onto the webinars below:
Information & Guidance for Institutions
Any queries on the above can be directed to Casual.Workers@admin.cam.ac.uk.
Any queries relating to the system itself (e.g. access or error enquiries) should be directed to CHRIS.Helpdesk@admin.cam.ac.uk.