GTA:Contracts and Payments

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TL;DR

• Please note this is a 'good faith' Summary only and the Single Point of Truth is with the People Directorate.
• You are contracted for the hours agreed at the start of the semester. These hours can be allocated to be worked asymmetrically across the four months of the semester.
• You will be paid in four equal(ish) parts across the semester.
• To claim additional hours, email Simon and cc in the unit lead.
• Hours over the contracted amount will be paid at the end, or in the next month if you have exceeded your hours beforehand.
• Please communicate with your course unit leader(s) regarding your allocated hours, and let your GTA lead know if you are not going to work your full allocation.
• At the end of each month you must report your worked hours in the portal (link).
• If we do not allocate your contracted hours then we will still pay the full amount, if you do not work the contracted hours even though allocated, then you may have future payments reduced.
• You are paid holiday pay in addition to your worked hours, and if you are ill follow the sickness procedure (link) and report the sickness hours.

Employment Contract Framework

Contract Type and Duration

Your appointment as a Graduate Teaching Assistant (GTA) constitutes a fixed-term contract governed by the Employment Rights Act 1996 and institutional regulations.

Working Hours and Time Allocation

Your employment contract as a Graduate Teaching Assistant specifies a defined number of hours agreed at the commencement of each semester. The hours allocation operates under the following framework:

Standard Allocation:

• You are contracted to work a specified number of hours determined at the beginning of each semester
• These hours are calculated pro rata to a notional full-time week of 35 hours
• Your contracted hours equate to 7 hours per week pro rata (20% FTE - Full-Time Equivalent)

Asymmetric Distribution:

The contracted hours may be distributed asymmetrically across the four-month semester period to accommodate:

• Variable teaching schedules and assessment deadlines
• Periods of intensive marking and feedback provision
• Fluctuating student support requirements
• Examination periods and associated invigilation duties

This flexible allocation mechanism ensures that workload distribution aligns with actual teaching demands rather than requiring uniform weekly hours, thereby optimising resource deployment and accommodating the episodic nature of graduate teaching assistant responsibilities.

Hours Worked vs Hours Allocated

A critical distinction exists between hours allocated and hours worked:

Allocated Hours: These represent the hours that the University has assigned for you to complete specific tasks (teaching sessions, marking, preparation, etc.)

Worked Hours: These are the actual hours you expend completing the allocated tasks

Contractual Obligations:

• If the University allocates your full contracted hours and you complete them, you receive full payment
• If the University fails to allocate your full contracted hours, you shall still receive payment for the entire contracted amount (guaranteed payment provision)
• If you are allocated your full contracted hours but do not work them (without valid reason), subsequent payments may be reduced on a pro-rata basis
• You must communicate proactively with course unit leaders regarding your allocated hours
• If you anticipate being unable to complete your full contracted allocation, you must inform your GTA Lead immediately

Workload Management and Communication

Effective workload management requires:

Proactive Communication:

• Regular dialogue with course unit leaders regarding allocated hours and task distribution
• Immediate notification to your GTA Lead if allocated work is insufficient to meet contracted hours
• Early warning if workload exceeds sustainable levels or impacts postgraduate research progression

Balance with Postgraduate Studies:

You must effectively manage the competing demands of:

• Postgraduate research (PhD/Masters) and supervisory commitments
• GTA teaching and marking responsibilities
• Personal wellbeing and work-life balance

If you undertake excessive GTA modules or hours resulting in:

• Feeling overwhelmed or experiencing stress
• Falling behind on postgraduate research work
• Compromised quality in either GTA or research activities

You must notify your postgraduate supervisor, unit leads, or GTA Lead immediately to facilitate workload re-balancing.

Payment Structure and Remuneration

Salary Grade and Scale

Your appointment as a Graduate Teaching Assistant falls within the University's grading structure:

Grade: 5
Salary Range (Full-Time Equivalent): £28,762 to £33,314 per annum

Your Commencement Salary:

• Spine Point: 23
• Annual Salary: £28,762 (full-time equivalent)
• Pro-Rated Annual Salary: £5,752.40 per annum (20% FTE)

This salary has been calculated pro rata in accordance with your contracted hours of 7 hours per week against a notional full-time week of 35 hours.

Incremental Progression

Subject to satisfactory performance and service duration:

• Increments are paid annually on 1 August
• Progression continues up to the maximum incremental point for Grade 5
• You must have achieved six months of service in post to qualify for incremental advancement
• Incremental progression is subject to satisfactory performance assessment

Annual Salary Review

Your salary undergoes annual review:

• Review conducted by the University following JNCHES (Joint Negotiating Committee for Higher Education Staff) recommendations
• Reviews typically occur on 1 August each year
• Important: The University is under no obligation to award a salary increase following such review
• Any awarded increases typically reflect cost-of-living adjustments and sector-wide agreements

Payment Schedule and Disbursement

Standard Payment Arrangements:

Frequency: Monthly in arrears
Method: Direct credit transfer to your designated bank or building society account
Payment Date: Penultimate working day of each month

Semester Payment Structure:

Your semester-based teaching allocation as a Graduate Teaching Assistant is remunerated through four approximately equal installments across the semester duration. This payment structure:

• Provides regular monthly income despite variable workload distribution
• Recognizes that GTA work is episodic rather than uniform
• Ensures financial stability throughout the semester period
• Facilitates budgeting and financial planning

Critical Payment Processing Requirements:

Essential Documentation:

• Completed pre-employment health screening questionnaire
• Original documents confirming right to work in the United Kingdom
• Original qualification certificates (where these are post requirements)
• Completed bank details and payment authorisation forms
• Signed acceptance of contract terms

Processing Timeline:

Payroll processing operates on strict monthly deadlines. Late submission of documentation results in automatic deferral to the subsequent payment cycle, potentially causing a delay of up to eight weeks in receiving initial remuneration.

Additional Hours and Overtime Provisions

Framework for Additional Hours

Circumstances may arise where you are required to work hours exceeding your contracted GTA allocation. This may occur due to:

• Unexpectedly high student numbers requiring additional support sessions
• Increased marking volumes beyond initial projections
• Substitute coverage for absent GTAs
• Extended feedback requirements or remarking exercises
• Additional tutorial sessions or revision classes

Approval Process for Exceeding Contracted Hours

Mandatory Pre-Approval Protocol:

Before undertaking work that will cause you to exceed your contracted hours, you must:

1. Email your GTA Lead (Simon Harper) requesting authorization for additional hours
2. Copy the relevant course unit lead on the correspondence to ensure they are aware of the increased allocation
3. Provide justification including:
   • Reason for additional hours
   • Estimated number of extra hours required
   • Tasks to be completed
   • Timeline for completion

Unauthorized Overtime:

Hours worked without prior approval may not be remunerated. The University operates on a principle that all working time must be pre-authorized and budgeted. Retrospective claims for unauthorized additional hours may be declined.

Payment of Excess Hours

Once additional hours have been approved and worked:

Payment Timing:

• Hours exceeding the contracted amount shall be remunerated either at the conclusion of the semester, OR
• In the subsequent monthly payment cycle if the contracted hours threshold is exceeded mid-semester

Calculation Method:

Additional hours are remunerated at your pro-rata hourly rate:

• Annual salary ÷ 52 weeks ÷ contracted weekly hours = hourly rate
• For example: £5,752.40 ÷ 52 ÷ 7 = £15.83 per hour (approximate)

Payment Integration:

Excess hours payments are processed through the standard payroll system and appear on your payslip with appropriate tax and National Insurance deductions applied.

Time Recording and Reporting Requirements

Monthly Reporting Obligation

You are contractually required to submit accurate records of worked hours at the conclusion of each month. This constitutes a mandatory administrative requirement rather than an optional process for all Graduate Teaching Assistants.

Submission Deadline: No later than the 5th day of the subsequent month

Consequences of Non-Submission:

• Payment processing delays
• Inability to verify contracted hours completion
• Potential impact on future GTA allocations
• Compliance issues with University employment records

Time Recording Portal

Portal Access:

University Time Recording Portal

Accurate Record-Keeping Practices

Maintain detailed contemporaneous records including:

Daily Activity Log:

• Date and time of each session
• Duration of activity
• Nature of work undertaken
• Course unit identification

Supporting Documentation:

• Session attendance records
• Marking completion dates
• Email correspondence regarding additional tasks
• Meeting attendance records

Best Practices:

• Record hours immediately after completing work rather than retrospectively
• Use decimal notation (e.g., 2.5 hours rather than "2 hours 30 minutes")
• Distinguish between different activity types for each course unit
• Retain personal copies of submitted time records

Reconciliation Process

At month-end:

1. Compare your worked hours against allocated hours for each unit
2. Identify any discrepancies or overruns
3. Submit accurate hours via the portal
4. Communicate any concerns to unit leads
5. Seek authorization for any excess hours worked

Variance Management:

If significant variance exists between allocated and worked hours (either under or over), investigate the cause:

• Inefficient work practices requiring additional time?
• Over-allocation of students or marking?
• Underestimation of task complexity?
• Preparation time insufficient?

Discuss these issues with unit leads and your GTA Lead to resolve systemic problems.

Holiday Pay and Leave Entitlements

Annual Leave Allocation

Full-Time Equivalent Entitlement:

Full-time staff receive 29 days annual leave per year plus:

• 4 days paid leave when the University closes at Christmas
• Paid leave on Bank and Public Holidays falling within the employment period

Your Pro-Rata Entitlement (20% FTE):

• Approximately 5.8 days annual leave
• Pro-rata closure days (approximately 0.8 days)
• Pro-rata Bank Holiday entitlement

Leave Year: 1 October to 30 September

Holiday Pay Integration

Critical Understanding:

Holiday pay is provided in addition to your worked hours and forms an integral component of your overall compensation package. This means:

• Your quoted salary includes holiday pay entitlement
• You are paid for periods when you take approved annual leave
• Holiday pay is not a separate, additional payment but is incorporated into your regular salary payments

Calculation:

Holiday pay is calculated as part of your total remuneration package and distributed across your monthly payments rather than as a lump sum when leave is taken.

Leave Management

Approval Process:

• All annual leave must be agreed in advance with your Line Manager
• Submit leave requests via the University's leave management system
• Provide adequate notice (minimum two weeks for planned leave)
• Consider teaching schedules and avoid key marking periods

Leave Carry-Over:

In exceptional circumstances and with prior management agreement:

• You may carry forward up to five days unused leave (or contracted hours for one week)
• Carry-over must be used within the first quarter of the subsequent leave year
• Requests must be submitted before the end of the current leave year

Sickness Absence and Sick Pay

Sickness Absence Protocol

Immediate Notification Requirements:

If you are unable to attend work due to illness or injury:

1. Do not attend work – your health and the health of others must take priority
2. Notify all relevant parties at the earliest opportunity:
   • Your GTA Lead (Simon Harper)
   • All course unit leads for whom you are scheduled to work
   • Any students or colleagues expecting your attendance
3. Attempt to arrange cover:
   • Contact fellow GTAs to provide substitute coverage
   • Provide covering GTA with necessary materials and briefing
   • Use the GTA Discord channel to identify available colleagues
4. Report sickness hours through the University's sickness reporting system

University Sick Pay Entitlement

Eligibility:

You are eligible to receive sick pay in accordance with the University's terms and conditions handbook available on StaffNet.

Payment Structure:

• University sick pay includes any Statutory Sick Pay (SSP) due
• University sick pay is reduced by any social security benefits or third-party damages recoverable in respect of your illness or injury (whether or not actually recovered)

Qualification Requirements:

Payment of University sick pay is contingent upon:

• Compliance with notification procedures
• Timely verification of sickness absence
• Submission of medical certificates where required (absences exceeding seven calendar days)

Failure to Comply:

Non-compliance with the Sickness Absence Policy may disqualify you from receiving both University sick pay and SSP.

Sickness Reporting Procedures

For absences exceeding seven calendar days:

• Obtain a Statement of Fitness for Work (fit note) from your GP
• Submit the original fit note to People & OD Operations
• Provide a copy to your Line Manager
• Fit notes must cover the entire absence period with no gaps

Occupational Health Referrals:

The University may require you to attend occupational health assessments to:

• Assess fitness to perform duties
• Identify required workplace adjustments
• Develop return-to-work plans
• Evaluate long-term capability

You are contractually obligated to attend such referrals and consent to disclosure of relevant medical information to the University.

Recording Sickness Hours

Time Recording Impact:

Sickness absence must be recorded in your monthly time recording submission:

• Identify dates of absence
• Mark hours as "sickness absence" rather than worked hours
• Ensure accurate records for payroll processing

Payment During Sickness:

You receive sick pay in lieu of normal salary for sickness periods, ensuring continuity of income subject to qualification criteria being met.

Payment Adjustments and Deductions

Authorised Deductions

Clause 20 of Your Contract:

You hereby authorise the University to deduct from your salary (including holiday pay, sick pay, bonus, honoraria, one-off payments, market supplements, and pay in lieu of notice) any sums owing by you to the University.

Deductible Items Include:

• Salary overpayments resulting from administrative errors
• Loans or advances made by the University
• Value of University property in your possession not returned following written request
• Value of damaged University property
• Excess annual leave taken beyond accrued entitlement
• Outstanding library fines or charges
• Unpaid accommodation fees (if applicable)

Recovery Process:

• Written notification of debt and intended deduction
• Opportunity to dispute the claimed amount
• Deduction from subsequent salary payment(s)
• Agreement of repayment schedule for substantial amounts

Payment Discrepancies

Overpayments:

If you receive salary to which you are not entitled:

• The University will notify you in writing
• Overpayment recovery will be arranged (typically via salary deduction)
• You remain obligated to repay overpaid amounts even after employment termination

Underpayments:

If your salary payment is incorrect:

• Contact FSE GTA Admin (Payment Issues) immediately: fse-gta-admin@manchester.ac.uk
• Provide evidence: timesheets, contract details, correspondence
• Arrears will be paid in the next available payroll cycle

Tax and National Insurance

PAYE Tax:

• Deducted at source based on your tax code
• Tax code issued by HMRC based on your circumstances
• Check your payslip monthly to ensure correct tax deduction

National Insurance Contributions:

• Deducted where earnings exceed the National Insurance threshold
• Both employee and employer contributions required
• Contributions count towards state pension and certain benefits

Tax Code Issues:

If your tax code appears incorrect:

• Contact HMRC directly (not the University payroll)
• Provide evidence of correct tax status
• Request code correction and refunds where applicable

Payment Issues and Query Resolution

FSE GTA Admin Contact

For All Payment-Related Queries:

Email: fse-gta-admin@manchester.ac.uk

Typical Issues Handled:

• Missing or incorrect GTA payments
• Timesheet processing problems
• Questions about payment calculations
• Disputes regarding hours or rates
• Difficulties accessing payment systems

Query Submission Best Practices

Effective Communication:

When reporting payment issues, provide:

• Your full name and staff ID number
• Course unit(s) involved
• Specific pay period affected
• Nature of the discrepancy with evidence
• Expected payment amount and actual payment received
• Relevant contract details

Response Timeframes:

• Acknowledgement: typically within 2 working days
• Investigation and resolution: typically within 10 working days
• Complex issues may require longer investigation periods

Escalation Procedures

If issues remain unresolved:

Level 1: FSE GTA Admin (initial contact)
Level 2: Your GTA Lead (Simon Harper)
Level 3: People & OD Operations
Level 4: Formal grievance procedure (if necessary)

Maintain detailed records of all correspondence and retain copies of supporting documentation.

Contractual Payment Guarantees and Protections

Guaranteed Payment Provision

Key Contractual Protection:

If the University fails to allocate your full contracted hours during the semester, you shall nevertheless receive payment for the entire contracted amount. This provision:

• Protects GTAs from financial loss due to under-allocation
• Ensures income stability and predictability
• Places responsibility for work allocation on the University
• Prevents financial hardship from circumstances beyond your control

Practical Application:

If you are contracted for 100 hours but only allocated 80 hours of work, you will still be paid for 100 hours.

Reciprocal Obligations

Your Responsibility:

This guarantee operates reciprocally. If you are allocated your full contracted hours but fail to complete them without valid reason:

• Subsequent payments may be reduced on a pro-rata basis
• You may be required to repay amounts for uncompleted work
• Future GTA allocation decisions may be influenced
• Disciplinary procedures may be invoked for persistent non-completion

Valid Reasons for Non-Completion:

• Certified illness preventing work
• Approved annual leave
• University closure or cancellation of sessions
• Bereavement or compassionate leave
• Jury service or other statutory obligations

Payment in Lieu of Notice

Clause 33 of Your Contract:

The University may, at its sole discretion, terminate your employment with immediate effect by making a Payment in Lieu of Notice. This payment:

• Equals your basic salary from termination date through the notice period
• Includes contractual payments due during that period
• Excludes benefits or pension contributions
• Excludes holiday entitlement that would have accrued

Circumstances:

Payment in lieu may occur in situations such as:

• Immediate termination without cause
• Organisational restructuring
• Funding cessation requiring rapid contract termination

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Financial Planning and Management

Budgeting for GTA Income

Income Characteristics:

GTA income is:

• Fixed-term and time-limited
• Semester-based with payment gaps
• Variable based on allocation
• Subject to standard tax and deductions

Budget Planning Considerations:

• Plan for inter-semester periods without GTA income
• Account for tax deductions (typically 20% basic rate)
• Consider National Insurance contributions
• Budget for professional expenses (travel, materials)
• Maintain emergency fund for unexpected expenses

Tax Efficiency

Tax Code Optimisation:

• Ensure your tax code reflects your circumstances
• Claim eligible allowances
• Consider student loan repayment implications
• Keep records of work-related expenses for potential claims

P60 Annual Tax Certificate:

• Issued at end of each tax year (5 April)
• Summarises total earnings and tax paid
• Essential for tax return completion
• Retain for financial records

Financial Support Resources

University Support:

• Student Services financial advice (for postgraduate students)
• University hardship funds (eligibility dependent)
• Doctoral Academy financial guidance

External Resources:

• Citizens Advice Bureau
• Money Helper (government service)
• University and College Union (UCU) advice services

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Rights and Protections

Employment Rights Act 1996

Your employment as a Graduate Teaching Assistant is governed by the Employment Rights Act 1996, providing statutory protections including:

• Right to written statement of employment terms
• Protection against unauthorised deductions from wages
• Rights to notice of termination
• Rights to statutory sick pay
• Rights to itemised pay statements
• Protection against discrimination

Trade Union Recognition

Recognised Unions:

The University recognises the following trade unions for collective bargaining purposes:

• Unison
• Unite
• University and College Union (UCU)

Membership Benefits:

• Collective bargaining on pay and conditions
• Individual representation in disputes
• Legal advice and support
• Professional development opportunities
• Workplace advocacy

Grievance Procedures

Informal Resolution:

• First instance: speak with your Line Manager (Simon Harper)
• Seek mediation or informal discussion
• Attempt resolution at lowest appropriate level

Formal Grievance:

If informal resolution fails:

• Submit written grievance detailing concerns
• Invoke formal grievance procedure under University Ordinances
• Right to representation at grievance hearings
• Appeal mechanism if dissatisfied with outcome

Protection:

You cannot be dismissed or subjected to detriment for raising a genuine grievance in good faith.

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Summary and Key Action Points

Essential Monthly Tasks

Every Month You Must:

✅ Submit accurate worked hours via the time recording portal by the 5th day of the subsequent month
✅ Reconcile worked hours against allocated hours for each unit
✅ Identify and report any discrepancies to unit leads
✅ Seek authorisation for any hours worked exceeding contracted allocation
✅ Maintain detailed personal records of all work undertaken
✅ Check your monthly payslip for accuracy
✅ Report any payment discrepancies immediately

Essential Contacts for Payment Issues

Payment Queries: fse-gta-admin@manchester.ac.uk
Line Manager: Simon Harper - simon.harper@manchester.ac.uk
Pension Queries: pensions@manchester.ac.uk
People & OD Operations: Contact via StaffNet

Critical Reminders

⚠️ Start Date Documentation: Submit all required paperwork before the 10th of your start month to avoid payment delays

⚠️ Additional Hours: Always obtain prior approval before exceeding contracted hours

⚠️ Sickness Absence: Report immediately and follow notification procedures to protect sick pay entitlement

⚠️ Time Recording: Late submission causes payment delays and administrative complications

⚠️ Annual Leave: Obtain advance approval for all leave to ensure coverage and payment

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Relevant University Policies and Further Information

Key Policy Documents:

• GTA Support and Resources
• People & OD Operations
• FSE GTA Hub
• USS Pension Scheme

For All Queries:

Contact your GTA Lead or consult the relevant University policy on StaffNet.

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This guide provides comprehensive information regarding contracts and payment arrangements for Graduate Teaching Assistants within Computer Science. It supplements but does not replace your formal Contract of Employment. In the event of any conflict between this guide and your contract, the terms of your employment contract shall prevail.