Registration & Right to Work information

Q 1. How do I register to undertake casual work in QUB? Updated 2025

The following video will take your through how to register on QWork and complete your Right to Work information - Introduction & Registration Process 

 

This guide will take you through the New Starter Process including training videos  and support information. 

 

Each individual can only have one account on QWork, if you have previously registered or have a partial registration in the past, please contact qworkadmin@qub.ac.uk before attempting to create a new account. 

 

Prior to engaging in work you MUST: 

  • Register on QWork & accept your Worker Agreement (Terms and Conditions).
  • Complete a Right to Work check fully including an in person / MS Team call, if required. 
  • Do not attend work without accepting an assignment on QWork.

This is not an automated process and can take several days to complete. 

Q 2. How do I complete my Right to Work Check? Updated 2025

Once you have completed the registration fully you will receive a Welcome email. Please check your junk email if you do not automatically receive this email. Within this email there is a link to ID Pal, an app which is used to upload your Right to Work documentation for us to verify the details. 

 

If you have not received your Welcome Email. Please ensure you email address was correctly inputted, if there was an error with it please contact qworkadmin@qub.ac.uk to advise. 

 

Please note the following: 

  • QUB only accepts a PASSPORT as form of ID.  
  • Please do not upload your driving licence as proof of ID as this will delay the process. 
  • If your passport has expired, please send an email to qworkrtw@qub.ac.uk providing your name and email address for further support.     

 

Common Travel Area (CTA / British or Irish citizen)

  • Upload a valid current passport on the App.   
  • You will be prompted for NI number and your Worker ID / Payroll Ref Number (outlined below).
  • DO NOT attend work until you are fully compliant and accepted an assignment of work via QWork. 

 

International Visa Holders

  • Upload a valid current passport on the App.   
  • Upload evidence of your immigration status e.g. Share Code. 
  • Shares codes are available to all EU citizens and BRP card holders. For more information & to obtain a share code - Prove your Right to Work to an Employer - https://www.gov.uk/prove-right-to-work.
  • You will then be invited to an in person or MS Teams call to confirm your identity. 
  • International Student Visa Holders must provide evidence of their term time (if a non QUB student).
  • You will be prompted for NI number and your Worker ID / Payroll Ref Number (outlined below).
  • DO NOT attend work until you are fully compliant and accepted an assignment of work via QWork. 

The Right to Work check is not an automated process and can take several days to complete. 

See details below to locate your Worker ID / Payroll Ref Number 

The ID Number is NOT used to access QUB Systems or for any payroll information.


My British or Irish passport has expired, or I am a British or Irish citizen who has never held a passport. 

  • ID Pal will NOT accept an expired British or Irish passport. 
  • Please ensure you contact qworkrtw@qub.ac.uk for assistance. 
  • Please note that this process can take up to 5 + days to complete and you may be required to attend an in person call as part of the process. 

Q 3 Do I receive a contract? 

You will receive a copy of your Worker Agreement with your welcome email & a copy will be located within QWork under the Payroll Menu – Contract Tab, where there is a link to Your Contract. 

Q 4 My QWork account says it has been disabled. 

If you receive a message about your account being disabled when logging in, please contact QWorkAdmin@qub.ac.uk, ensure that you confirm your full name & email address in the query.

Assignments & Timesheets 

Q 5. How do I know if I have been offered an assignment?

  1. Once your Hiring Manager has uploaded details of your assignment, you will receive notification through an email direct to the email address you have supplied to QWork. 
  2. The assignment email will outline your hours, pay, hiring manager and details of your assignment. The email is to prompt you to log into QWork to action the offer of work. 
  3. Please note the expiry date of the offer on the email.  You MUST accept or decline the assignment before the expiry date. 

Q 6. How do I accept an Assignment?

Video Link - Assignment Offer provides a step-by-step guide on offers of work and accepting assignments. 

Please use the below if you have any issues with the link or need further support. 

  • An email will generate to you with the offer of work / letter of engagement. 
  • You MUST log into QWork to take action under the Assignment / Timesheets tab. 

 

  • Once you select the relevant assignment in QWork (click on the ‘Pending’ Status) 

  • You will be required to confirm if you Accept or Decline the offer of work. 

  • If you do not take this action prior to the offer Expiry Date, the offer is no longer valid and you cannot work. You should make contact with the Hiring Manager to discuss. 
  • Your Hiring Manager contact details are located on the email offer and 
  • You can view more details of the work including Job Description, Reporting Instruction and any Attachments that have been uploaded by your Hiring Manager. 
  • Once you have accepted an assignment in QWork, timesheets will start to generate in the background and will issue to you each Thursday of your working week.

Q 7. How do I submit a timesheet? 

It is your responsibility as a worker to submit a timesheet for approval on a weekly basis through the QWork system to ensure payment is processed. 

Video Link - Timesheets provides a step-by-step guide.

 

Please use the below if you have any issues with the link or need further support. 

Every Thursday of your assignment, QWork will automatically generate a timesheet for you to complete.  

On the side menu go to ‘Assignments/Timesheet’. 

Under the relevant assignment you will see ‘Timesheet’, click here. 

  • Review the week you wish to submit a timesheet for, click enter hours. 

  • Enter the hours you have worked before pressing the submit button on the bottom of the page.
  • Please ensure you have entered the correct number of hours for the right week before clicking submit.
  • You should only submit the times of your shift e.g., start of day at 9.00 am to end of day at 11.00 am for a 2-hour shift. Please ensure you input any breaks if applicable. 
  • If your shift ends after 12 midnight, please click on the 00 after the 23 hours as shown below to ensure that the full shift has been recorded. 
  • Holidays are not included on your timesheets. You can request holidays through the payroll menu under the holiday request tab. 
  • You should submit your timesheet every week, as soon as possible after you have completed the work.  
  • Do not submit a timesheet until after the hours have been worked. 

Q 8. Do I need to submit a timesheet if I am sick? Updated 2025

If you do not work for any reason, please do not submit a timesheet but ensure that you contact your Hiring Manager. 

Your Hiring Manager/Booking Manager can be located on QWork if you hover on the DTA number of your or on the email that issued to you directly with your offer of work. 

Q 9. I may have submitted incorrect details on my timesheet, what should I do? 

Please ensure that you take time when submitting timesheets to ensure that the details are correct. If you notice any issues, please contact your Hiring Manager immediately. They may need to query the timesheet back to you to make adjustments.

Q 10 I am unable to view a timesheets or assignments, why? 

  1. If you have carried out work and cannot see your timesheet it may be because of the following reasons:
  2. Check if you have accepted the assignment before the expiry offer date. If you failed to accept the assignment, please contact your hiring manager immediately.
  3. Your timesheet/s may not have generated yet.  Please note timesheets are generated every Thursday for work carried out in that current week.
  4. Your assignment may have ended please change Recent to Older to view all your ended assignments.

Q 11. Why is my assignment showing as declined/auto declined? 

If you have not accepted the assignment BEFORE the expiry date (not on the expiry date), it will show as declined once the date has passed. 

You must contact the Hiring Manager as soon as possible.       

Q 12. What is the deadline for submitting timesheets? Updated 2025

  1. Please submit timesheets on a weekly basis once you have completed the work. This will ensure that any queries relating to the hours can be actioned prior to payroll cut off.   
  2. Please refer to the QWork Payment Schedule for payroll processing and payments dates, located at the log in stage of QWork. 
  3. Please note: 
  4. Timesheets submitted last minute on payroll cut off week are at risk of not been processed that month.
  5. Hours worked & timesheet submitted by a worker for the week payroll is closing should be processed the following month in line with the Payment Schedule.
  6. Timesheets must be fully approved otherwise they will be paid the following month. 
  7. Processed hours are paid on the last working day of the month into Bank Accounts. 
  8. It is your responsibility as a Worker to submit your timesheets to ensure payment. 
  9. Timesheets generate each Thursday for the week that you are working in.

    You can view the date that your timesheets are processed under the Assignment / Timesheet history: 



Q 13. What do I do if my timesheet has been queried? 

  1. If your timesheet has been queried, you will receive notification of this. 
  2. Log on to QWork, click the timesheet that has been queried, you will then see a message explaining why. 
  3. It may be because your hours you have entered do not agree with the timesheet authoriser or you have forgotten to take off your lunch breaks. 
  4. Once you make the necessary amendments, please ensure you submit the timesheet again, as the system will then generate an email to your timesheet approver.
  5. If you have not worked any hours on the week that has been queried please submit a zero hours timesheet which will update the query status.

Q 14. Why are my student hours capped? Updated 2024

It is Queens University policy that students are allowed to complete no more than 20 hours per week of work during term time.  As a student worker, it is your responsibility to ensure that you do not exceed the weekly cap. 

Student hours may vary in line with the vacation periods depending on the level of study, but you should always check with your School:

  • Undergraduate students: Vacation periods are generally in line with the University calendar however some courses operate extended teaching periods outside the published semester dates, e.g. medicine, dentistry. Please contact your School if you require further clarity regarding vacation periods.
  • Postgraduate taught students: Vacation periods are in line with the University calendar except during summer vacation, as Masters students must study full-time to complete their dissertation.
  • Postgraduate research students: Vacation periods do not fall in line with the University calendar and students must seek permission from their School at all times when they wish to take a vacation.

 

Please note, in some cases there may be specific working hour requirements dependent on sponsorship or funding criteria.  In these instances, it is the students’ responsibility to ensure they adhere to their personal working hours limit. To update your individual working hour limit on the QWork system, please email qworkadmin@qub.ac.uk confirming your name, limitations of hours, start and end date of the limitations to hours.

 

Student Visa Holders 

Student Visa Holders (SVH) are subject to a legal limit of 20 hours paid working per week (Monday to Sunday).  

For workers who are SVH, it is essential that you do not exceed the permitted hours to work or carry out work without a current accepted assignment in QWork.  

This may lead to a violation of conditions stipulated on your Visa. 

For further information please refer to Immigration Support Services Working in the UK as a Student and Periods of Student, Holidays and Other Absences. 

 

In certain circumstances students may request a variation to their working hours with the relevant approval. For your 20-hour limit on QWork to be reviewed please ensure you fully complete the variation request form via the below link or QR Code: 


QWork QUB Student - Request Variation to Weekly Hours Limit

Please note the information at the start of the form which outlines the Student Level and relevant Approving Authority. 

 

You will be prompted at the start to link into the Queens Online (QOL) network, if you log in under your QUB student email and send the request from that email. 

Q 15. Minimum Hours Facility 

We are committed to providing greater security and a guarantee of hours for Workers where possible. In many cases it will be possible to guarantee hours (subject to the terms of agreement), e.g., teaching hours for teaching assistants. However, in some scenarios it may not be possible to predict the number of hours in advance as the hours may vary week to week (e.g., in the commercial areas of the University or for those engaged in marking assignments).  As a result of this, from Monday 4th October 2021, QWork will be updated to include a minimum hours facility within the system. 

This means that, for each Assignment added to QWork, a Hiring Manager can specify the minimum and maximum number of hours that the Worker can be engaged for the duration of that Assignment, effectively creating a pool of potential hours.  The terms of agreement have been updated on QWork to reflect this change and all Workers will receive a notification advising of this prior to the 4 October. No action is required on the behalf of the Worker. 

Workers should only undertake work in Queen’s if they have been offered and accepted an Assignment in QWork. You should note that if you carry out work that is not properly processed via QWork, you will not be paid. It is your responsibility as a Worker to submit your timesheets regularly to ensure that they are paid on time. Timesheets generate each Thursday for the week that you are working in. 

Q 16. Further information relating to Teaching Support: 

https://www.qub.ac.uk/directorates/HumanResources/managers/recruitment-and-selection/

Annual Leave 

Q 17. When can I take Annual Leave? Updated 2025

Your entitlement to paid holiday in each holiday year (which runs from 1 January to 31 December) is the statutory annual leave entitlement provided by the Working Time Regulations (Northern Ireland) 2016, namely the equivalent of 5.6 weeks’ (capped at 28 days) paid holiday. Your assignment may include working on days that are statutory, bank and/or public holidays and there is no statutory right to paid holiday on these days. 

 

You must take all your holiday during the holiday year in which it accrues and carrying forward holiday is not permitted unless either agreed in advance by your hiring manager or where the law allows holiday to be carried forward. The University will pay you in lieu of your accrued but untaken holiday entitlement at the end of each assignment calculated in accordance with the Working Time Regulations (Northern Ireland) 2016. The amount of such payment in lieu shall be one hour’s pay for each accrued but untaken hour of your holiday entitlement.

QWork will pay untaken leave for closed assignments a quarterly basis:

Completed Assignments

Payment

April May June

July

July Aug Sept

October

Oct Nov Dec

January

Jan Feb Mar

April

If your assignment involves the provision of teaching support during term time (for example, as a PGTA) you should seek to use all accrued holidays outside teaching periods and the University will refuse requests for holidays which would adversely impact on teaching schedules.

If you are planning to book annual leave, you should not sign up for additional shifts with the University during this holiday period. Your annual leave should be a period of rest and relaxation and is crucial to ensuring your health and safety at work. 

When requesting your P45, you can review your annual leave and request it prior to submitting your P45 information on the system.  

Q 18. How do I request a holiday? 

Video Link - Holiday / Annual Leave will take you through a step-by-step guide on requesting and processing of leave. 

Please use the below if you have any issues with the link or need further support. 

  • Once you are in the Payroll Menu, click on Holiday Requests.

  • You will be shown a balance of holiday hours accrued to date. 
  • Please note you will only view the accrued holidays after your timesheets have processed for payment. 
  • When taking holidays, you do not need to complete a separate timesheet for these days. 
  • You should regularly review your annual leave accrued and where appropriate request the leave. 
  • Your entitlement to paid Annual Leave in each holiday year (which runs from 1 January to 31 December) will be the pro rata equivalent of 5.6 weeks’ (or 28 days') paid holiday.

Q 19. How will my payslips show payments in terms of hours worked and Annual Leave?

Payslips will show all hours paid in that month and the relevant hourly rate.  

Payslips will also show annual leave payments separately to hours worked.

Batch payments for closed assignment, if applicable, will be shown in January, April, July, October payslips. 

Pay & Pension Information

Q 20. I have a query about my payslip, who should I contact?

Please log on to QWork and ensure that you have submitted all the necessary timesheets. 

You will need to contact your Hiring Manager if there are any issues relating to your hours worked. 

You can view what timesheets have been processed under Assignment / Timesheet history. 

This will provide details of what has been processed for the month that you are reviewing.

Please note that you must submit your timesheets each week to avoid any delay with payment processing. 

QWork pay processing is in line with the QWork payment schedule, please refer to this for pay processing and pay dates. 

Q 21. Understanding your Payslip 

  • Tax period – This shows the tax month that the payslip refers to. The tax year runs April to March with April = month1, May = month2 …..March=month 12
  • Tax code – This shows the tax code used in calculating that month’s pay
  • N.I. Number - Please note that for data security purposes, your national insurance number is not shown on your payslip
  • NI Code – This shows the N.I category letter used to calculate national insurance contributions (NIC) due on your pay.
  • All QUB payees aged 21 and over pay the standard A rate NIC. Payees under 21 are allocated NIC category letter M.
  • More information on NIC rates is available at     National Insurance rates and categories - GOV.UK (www.gov.uk)
  • Payments section - This will show the number of hours being paid against each type of work you have performed. It will show no. of hours x hourly rate = amount paid
  • Deductions section – This will show the amount of tax and national insurance deducted (and NEST pension if applicable)
  • This period – Summarises your total taxable pay this month
  • Year to date – Summarises the total taxable and national insurance able pay paid this tax year (i.e. from the previous April to date)
  • NET Pay – Is the amount paid after all deduction have been taken
  • Paid by – This shows if your pay has been submitted to your bank account of paid by cheque. Please note that for data security purposes, your bank account details are not shown on your payslip.

 

Payslip enquiries 

  • When you receive your payslip if you have any queries on the total amount of hours paid – please contact your Hiring Manager.
  • If you have any queries regarding the amount of Tax, National Insurance or pension deductions please contact salaries.office@qub.ac.uk

Q 22. Sick Pay Entitlement

If you have accepted an assignment but are then unable to work the hours agreed you (or someone on your behalf) must inform the Hiring Manager by telephone of the reason for your absence, as soon as possible but in any event by no later than two hours before you are scheduled to start work so that they can make alternative arrangements. 

For queries related to Statutory Sick Pay please contact the Salaries Office salaries.office@qub.ac.uk

For more information on SSP please click here: https://www.gov.uk/statutory-sick-pay

 

Q 23. Pension information 

In the first pay month on the new payroll, your record is assessed against the relevant age and earnings eligibility criteria that is required for auto enrolment into the NEST pension scheme.  

 

If this is the case, you will receive detailed communication from the University’s Pensions Office. 

Q 24. Need to update bank account details.

Log on to QWork, click on Payroll Menu.
Then click on the tab for Payment Details, use the edit option. 

The view will be the same as the below screen.

Finding Casual Work  

Q 25. Updating your Profile on QWork. 

Take time to update your profile on QWork if you are interested in applying for work through QWork. 

Video Link - Building Your Profile / Job Applications will take you through the details on updating your profile. 

Q 26. Uploading a CV


When you log on to QWork, click on ‘My Documents’ on the side menu. 

Then upload the latest copy of your ‘CV here’. 

From this page you will be able to: 

  • Upload CV
  • Update Job Preferences
  • Add a Personal Statement
  • Add your Photo (please use a clear photo / selfie but not your passport / driving licence data)

Ensure you click update to save any changes.

Q 27. Find a Job / Recruitment on QWork 

Video Link - Building Your Profile / Job Applications will take you through the details on updating your profile and applying for work.  

Hiring Managers can advertise casual work on QWork, to view what it currently advertised, when you log into QWork, under the QWork side menu view ‘Search Current Jobs’.

You can also review any previous applications under Job Applications. 

Please note that due to the volume of applications for casual work there may be no response to unsuccessful applications. 

Q 28. Support relating to Disability/Long-term conditions and Reasonable Adjustments. Updated May 2024

If you have accepted an assignment and have a disability or long-term condition which might impact you on or during the assignment, or if you feel there are any adjustments that should be put in place, please contact the hiring manager to discuss so to ensure any adjustments can be put in place in a timely manner.

The hiring manager will have a conversation before your first day to understand how your disability or long-term condition might impact them any duties or responsibilities in the specific role and if there are any adjustments that can be put in place.

Access to QUB Systems Updated 2025

 

Q 29.How do I get my QUB System Access Credentials to access QUB Systems?

  1. Once you have accepted an assignment for work in QWork, an email will issue from identitymanagement@qub.ac.uk with your QUB Worker Credentials; 35 Number & password. 
  2. You will receive your credentials 3 days before the start date of your assignment. 
  3. Access will become live on the day of your assignment and will end on the last day of your assignment. 
  4. The 35 Number you are provided with will remain with you throughout your time on QWork until you update your leaving status by requesting your P45. 

Q 30.As a worker, do I get access to all Queen’s Systems?

Not all assignments require access to QUB systems, please discuss this with your Hiring Manager. 

  • Access to QUB systems is linked to your Worker Credentials which is a 35 Number & Password. 
  • Click on Queens on Line (QOL) - https://www.qub.ac.uk/sites/qol/ . You will be prompted to use your Username which is your 35 number e.g. 35xxxx@ads.qub.ac.uk. 
  • You will then have access to Office 365 & iTrent Self Service to access an electronic version of your payslip. 
  • To access Office 365, you will require a smart phone to set-up multi-factor authentication (MFA) and to reset your password. 
  • If you require additional systems access such as Email, Canvas etc. please contact your hiring manager. 
  • Email account and One Drive contents will be deleted 90 days after your assignment end date. Please speak with your hiring manager regarding the storage of documents for future reference. 

Access to QUB systems including email is for the duration of your live assignment only.  

Q 31. How Can I access my Payslips? 

Payslips are currently posted to the address that you have provided on QWork.  Providing you have a current assignment and access to QUB systems you can also access an electronic copy of your payslip from the iTrent System. 

  • To access iTrent, you must log on to QOL and click on the iTrent logo.
  • You will be prompted to use your Worker Credentials again for access to iTrent.

Your latest payslips will display on the dashboard and previous payslips / P60 etc. located through ‘My Pay’ on the side menu of iTrent.

Q 32. As a worker, do I get access to an email address automatically?

No, you will not automatically be assigned an email address. 

Your Hiring Manager can request one on your behalf by completing a QF01P form.  

Should you have any queries relating to email access please contact the IT Service Desk.

Q 33. I need a SmartCard / Worker Card for building access or printing - How do I get one?

You will need to supply your name, 35 worker number and recent digital image to your Hiring Manager who will then request one on your behalf.

This process can take several days to complete. 

Q 34. I have forgotten / need to change my QUB Systems Access password or my QUB systems account is locked out how can I do this?

The Self Service Password Reset (SSPR) tool will allow you to change your password, reset your password if you have forgotten it or unlock your account if it is locked, for example if you have tried signing in too many times with an incorrect password.

Please do so here: 

Self Service Password Reset | Information Services | Queen's University Belfast (qub.ac.uk)

Q 35. How do I reset my QWork Password? 

To access QWork please go to the website - https://www.q-work.co.uk/

Log in is located on the top right of the screen. 

When you are at this stage, please use the reset password option as highlighted below: 

Leaving QWork Updated 2025

Q 36. I recently graduated & wish to remain on QWork, how do I update my student status?

Please send an email to QWorkAdmin@qub.ac.uk confirming your graduation date and student number.

Q 37. I have recently got another job elsewhere, do I need to take any action? 

Please send an email to QWorkAdmin@qub.ac.uk advising of the details and if you wish to remain on QWork longer term.  You can also follow the instructions on how to request your P45 and if required how to deactivate your account. 

Q 38. How do I request my P45?

All P45 requests must be done via QWork.

  • Log on to QWork & under the Payroll Menu. 
  • Click on Contract tab, scroll down to Leaving Employment.
  • When you are ready to leave, you can click on the request your P45. 
  • Please make sure you correctly enter the date last worked. 
  • Once this process is complete you will no longer be able to submit timesheets. 
  • Please make sure you enter the correct Date of Last Booking, i.e. when you last worked, this will ensure any outstanding holiday pay is correctly calculated and paid.
  • By requesting your P45 any outstanding holiday pay will issue automatically with your final payslip.

 

Please note: 

  • P45s are produced monthly, any requested prior to payroll cut off will be sent out at the end of the month. 
  • P45s requested prior to payroll cut off are posted out after the pay date to the address on QWork, normally 2 within 2 weeks after pay date. 
  • P45s requested after payroll cut off will be posted to the address on QWork at the end of the following month, usually within 2 weeks after that month’s pay date. 
  • The end date shown on your P45 will show the date that the P45 was requested. 
  • The P60s will be published towards the middle of May, a hard copy will also be posted to the address provided on QWork. 
  • Workers can access a P60 along with their payslips on iTrent during active assignments. 
  • After you receive your P45, your account will be closed but not deactivated.

Q 39. How do I deactivate my account? 

Under your Profile Page, scroll to the bottom of the page & click on ‘Deactivate Account’    

A pop-up screen now appears as per below, prompting the password. 

Enter the password then click on the ‘OK’ button.

The account is now deactivated and any data retained will be managed in line with the Privacy Policy.

Q 40. My P45 has issued in the past but I wish to engage again on QWork. 

After you receive your P45, your account will be closed.

If you intend on applying for work or another assignment in the near future, please email qworkrtw@qub.ac.uk providing your full name. 

Further Support 

Q 41. Who should I contact if I have a problem with any issues at work? 

Please ensure you contact your Hiring Manager about any issues relation to work or your assignment. 

Q 42. Where can I get support in my community for wellbeing? 

The Public Health Agency provide a Directory of Services to help support individuals to improve mental health and emotional wellbeing in their local areas. 

Directory of Services | HSC Public Health Agency (hscni.net)

Belfast Area Card 02.23 

Q 43. Where can I get urgent help and support outside of working hours? 

Emergency Services - 999 or 112

(Police, Ambulance Service, Fire, Coastguard)

 

GP Out of Hours Services

South & East Belfast: 028 90796220

North & West Belfast: 028 90744447

 

Lifeline: 0808 8088000

Samaritans: 116 123

Extern: 0800 085 4808

PIPS: 0800 088 6042