# Prepare engagements Department submitter can perform the following operations to prepare an engagement: 1. [Collect the basic information of casual helper to be engaged](#collect-the-basic-information-of-casual-helper-to-be-engaged) 2. [Create a new engagement](#id-2.-create-a-new-engagement) 3. [Send invitation to casual helper for engagement offer acceptance](#id-3.-send-invitation-to-casual-helper-for-engagement-acceptance) 4. [Waiting for engagement offer acceptance and personal profile update by casual helper via Casual Helper Portal](#id-4.-waiting-for-engagement-acceptance-and-personal-profile-update-by-casual-helper-via-casual-helper) 5. [Verify certified true copy of HKID / travelling document](#id-5.-verify-of-certified-true-copy-of-hkid-travelling-document) 6. [Verify personal information and supporting documents uploaded by casual helper](#id-6.-verify-personal-information-and-documents-uploaded-by-casual-helper) 7. [Select an designated approver (mandatory)](#id-7.-assign-an-designated-approver-mandatory) 8. [Agree the declaration and submit engagement for approval](#id-8.-agree-the-submitters-declaration-and-submit-engagement-for-approval) 9. [Waiting for engagement approval by department approver before preparing payment](#id-9.-waiting-for-engagement-approval-by-department-approver-before-preparing-payment) ## 1. Collect the basic information of casual helper to be engaged {% hint style="warning" %} This operation is done outside the system. {% endhint %} 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:

Information	Purpose of Collection
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:

Mandatory	Field	Description
true	Department	The hiring department. Department(s) that delegated to a submitter will be available for selection.
true	Title of Appointment	Title of appointment, e.g. “Student Helper”
true	Start Date	Start date of engagement period
true	End Date	End date of engagement period
true	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.
true	Hourly Rate	Hourly rate of engagement. It should be between the statutory minimum wages and maximum hourly rate of Band D.
false	Charging Account Code	Default account code of payment transactions to be prepared at payment stage. Account code should start with 27001 in segment 1.
false	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.

Mandatory	Information	Description
true	HKID no.	HKID no. of casual helper
true	Invitation Email Address	Email address of casual helper, to receive invitation email for Casual Helper Portal account creation and engagement offer acknowledgements.
true	Title	Title of casual helper, e.g. Mr.
true	Surname	Surname of casual helper, e.g. Chan
true	Given Name	Given name of casual helper, e.g. Tai Man
true	Date of Birth	Date of birth of casual helper, to ensure he/she is aged 16 or above

{% hint style="danger" %} 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. {% endhint %} 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.

{% hint style="info" %} Press the "Save" button everytime after making changes to save the changes and trigger the data verification process. If changes are made after the "Send Invitation" button has displayed, press "Save" button again for data validation before pressing the "Send Invitation" button. {% endhint %} ## 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](https://userguide.hku.hk/engagement-and-payment-system-for-casual-helpers/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 {% hint style="warning" %} This step is done outside the system. {% endhint %} For details of retention of certified true copy of HKID / travelling document, please refer to the [Explanatory notes for the engagement of casual helpers](https://userguide.hku.hk/engagement-and-payment-system-for-casual-helpers/help/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

*Note: the image is a sample HKID and may not match with the personal data of the example*

## 7. Assign an designated approver (mandatory) **Step 1:** Click the magnifier icon from the "Designated Approver" to choose an approver of the department from the list

{% hint style="info" %} An daily reminder email will be sent to the designated approver only rather than all approvers of the department. Other approvers can still view and approve the engagement. {% endhint %} ## 8. 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.

## 9. 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](https://userguide.hku.hk/engagement-and-payment-system-for-casual-helpers/department-submitter-features/prepare-payments) for details.