Prepare engagements
Department submitter can perform the following operations to prepare an engagement:
1. Collect the basic information of casual helper to be engaged
This operation is done outside the system.
Before creating an engagement in the system, you may need to collect the details of an engagement and some personal information of casual helper to be engaged, say from the person who initiates an engagement, namely the supervisor of casual helper.
The basic information of casual helper includes:
Title, Surname and Given Name
Greeting in invitation email,
e.g. Mr. Chan Tai Man
HKID no.
Identity of casual helper to be engaged
Date of birth
To verify that casual helper is aged 16 or above
Email address
For sending invitation email to casual helper for accepting engagement offer
2. Create a new engagement
To prepare an engagement in the system, please choose "Engagements" at the left menu.
Step 1: Press the “+ New” button at the top menu
Step 2: Enter the required fields in the “Engagement Details” and “Casual Helper Profile” sections
Under the "Engagement Details" section, the details and terms of an engagement should be entered:
Department
The hiring department. Department(s) that delegated to a submitter will be available for selection.
Title of Appointment
Title of appointment, e.g. “Student Helper”
Start Date
Start date of engagement period
End Date
End date of engagement period
Maximum Working Hours for Entire Period
Maximum working hours for entire engagement period. It is also the maximum no. of hours to be paid for this engagement.
Please refer to the explanatory notes for details.
Hourly Rate
Hourly rate of engagement. It should be between the statutory minimum wages and maximum hourly rate of Band D.
Charging Account Code
Default account code of payment transactions to be prepared at payment stage. Account code should start with 27001 in segment 1.
Supervisor
Staff member who hires casual helper. For record purpose only.
Under the "Casual Helper’s Profile" section, the information of sending invitation email for inviting casual helper is required.
HKID no.
HKID no. of casual helper
Invitation Email Address
Email address of casual helper, to receive invitation email for Casual Helper Portal account creation and engagement offer acknowledgements.
Title
Title of casual helper,
e.g. Mr.
Surname
Surname of casual helper,
e.g. Chan
Given Name
Given name of casual helper,
e.g. Tai Man
Date of Birth
Date of birth of casual helper, to ensure he/she is aged 16 or above
If HKID no. is found to be incorrectly entered after invitation was sent, it may require cancellation of the engagement and create a new one.
After entering engagement information, press “Save” button at the top menu to save the changes temporarily, and the information entered will be verified. You may work on the engagement later.
The “Send Invitation” button which sends invitation email to casual helper will appear only when all the mandatory fields were entered correctly.
3. Send invitation to casual helper for engagement offer acceptance
Step 1: Press “Send Invitation” button, an invitation email will be sent to casual helper for engagement offer acceptance
The engagement will enter "Pending for Acceptance" stage.
Casual helper will be informed by email and find a pending engagement after sign-in the Casual Helper Portal for acceptance:
For more about the Casual Helper Portal, please refer to:
Casual Helper Portal > User Guide of Casual Helper Portal
4. Waiting for engagement offer acceptance and personal profile update by casual helper via Casual Helper Portal
After casual helper accept/reject engagement offer via Casual Helper Portal, a task will be added to the pending task list of department submitter(s) in HKU Portal. You may sign in the system to continue 5-8 operations below.
The engagement will enter "Offer Accepted" stage after casual helper accepted engagement offer.
5. Verify of certified true copy of HKID / travelling document
This step is done outside the system.
For details of retention of certified true copy of HKID / travelling document, please refer to the Explanatory notes for the engagement of casual helpers
6. Verify personal information and supporting documents uploaded by casual helper
Step 1: After casual helper accepted engagement offer and updated his/her personal profile, you may find the information by clicking the name of casual helper in the "Contact" field under the "Casual Helper's Profile" section of the engagement
Step 2: Validate the information provided and check the document(s) including copy of HKID, uploaded by casual helper
Step 3: Click document link(s) to open document(s) for verification
7. Agree the submitter's declaration and submit engagement for approval
Step 1: Read the "Department Submitter's Declaration", proceed to the next step if you agree the declaration statements
Step 2: Enter "Submission Remarks" optionally
Step 3: Press "Submit for Approval" button at the top menu
The engagement will enter "Pending for Approval" stage.
8. Waiting for engagement approval by department approver before preparing payment
After engagement was approved by department approver, you may prepare payment(s) during or after the work was completed by casual helper.
Please refer to Department Submitter Features > Prepare payments for details.