Student Services

Using the My Working Hours App

Using the My Working Hours App

How to use the My Working Hours app to view booked assignments and to claim payment.

What is the My Working Hours app?

The My Working Hours app is one of three apps which are used at Newcastle University to manage on campus student work. The three apps are:

  • Manage Student Work: Used by University recruiters to book students for work assignments and assign weekly working hours.
  • My Working Hours: Used by students to view booked work assignments, to claim payment for work that has been undertaken and to see the progress of payment claims.
  • Approve Student Work: Used by payment approvers at Newcastle University to approve student payment claims.

Although it is called an ‘app’ it is not a downloadable application for your smartphone or tablet, but a web application you can access from a web browser.

You can watch a video showing how the My Working Hours app works here.

 

How can I access the My Working Hours app?

Only students who have at least one assignment booked in the Manage Student Work app can access the My Working Hours app. When you have been allocated a work assignment you will receive an email with a link to the ‘My Working Hours’ app.

 

Viewing work assignments

When you log into the My Working Hours app you will see all your on campus work assignments listed on the left hand side.

To see details of a role, click on the box for the assignment you want to view. Each work assignment you are assigned has ‘maximum weekly hours’ and a start and end date. You should check the maximum weekly hours allocated for each week before you work. You must not work more than this maximum allocation for the work assignment or in weeks where there are no hours assigned. Working hours can only be updated in advance, and so it is very important that you do not work more than the hours you have been assigned.

 

Claiming Payment

To claim payment for a work assignment, first select the assignment in the app, and then select the ‘weeks’ tab. You will then be able to select the number of hours you have worked that week, and either save or submit the claim. You can only claim payment for the hours you have actually worked that week, even if you are assigned more hours. Claims can be submitted from the week after you have worked, not during the week you are working.

Saving the claim saves the details for later so that you can make changes.

Submitting the claim sends the claim to the payment approver.

 

When will I be paid?

Although you claim payment on a weekly basis, your payments are made monthly, on the last working day of each month. There is a deadline each month for approvals, and so payments approved in the Approve Student Work app by that deadline are paid on the next payment date. If the claim is not approved by that deadline, you will be paid the following month, once approval is made. Approval can take up to 14 days.

Approval deadlines and pay dates are available in the Approval Deadlines Document.

 

How can I check the progress of my payment claim?

You can check the payment status for each week of your work assignments in the My Working Hours app.

A description of each status is below:

 

Status Description
New Neither saved or submitted
Saved Saved but not submitted
Submitted for Approval Submitted and awaiting approval
Returned Returned to the student for correction
Approved on <date> Approved and either awaiting payment or paid

 

FAQ’s/Troubleshooting

I can’t log in to the app.

You will not be able to access the app until after your first work assignment has been created. Once you have been allocated a work assignment in the app you will receive an email with a link to the app.

If you have been allocated a work assignment in the Manage Student Work app and you cannot log into the app then you should check that you are using an up to date version of the Google Chrome web browser.

 

I am having problems using the app.

Check that you are using an up to date version of the Google Chrome web browser. You should also ensure that your manager has booked the work assignment in the Manage Student Work app.

 

I have been asked to work but the assignment or working hours are not yet booked in the Manage Student Work app.

You should contact the department you are working for to say that you cannot work until the assignment hours are showing up in the My Working Hours app. If you have already worked hours that were not pre-booked in the app then please contact People Services at seoc@ncl.ac.uk

 

How can I change or cancel a work assignment?

If you want to change anything about your work assignments you should contact your manager or the department you are working for. This might include:

  • the allocated hours
  • cancelling an assignment
  • duration of an assignment

 

My hours have not yet been approved, who can I contact?

First, check that you have submitted the hours (and have not just ‘saved’ them). Submitted claims can take up to 14 days to be approved.

If your hours are not approved within this time you should speak to the main contact for the work assignment.

 

How can I change the hours I have claimed?

Once you have submitted a claim you cannot change it or cancel it. You should contact your manager if you have claimed incorrectly.

 

How can I change my bank details (including foreign bank accounts) for payment for on campus work?

Email payroll@ncl.ac.uk to request a change of bank details form.

 

I have not yet been paid for approved hours.

Check the status and approval date in the My Working Hours app. You can see Approval deadlines and pay dates in the Approval Deadlines Document. If you believe a payment approved in the app has not been paid on the expected payment date then first check your bank accounts for the date payment was due, and then email your work assignment supervisor for advice.

 

Do I need to pay Income Tax or National Insurance?

Once your earnings hit a certain amount you will start to pay Tax and National Insurance. You can find out more at https://www.gov.uk/student-jobs-paying-tax