Engaging short-term/contingent workers

FAQs for managers and supervisors

At The University of Notre Dame Australia, short-term and contingent workers must be engaged through approved government arrangements to ensure compliance, value for money and risk management.

These arrangements include the NSWBuy Contingent Workforce Scheme and the WA Government CUA for Temporary Personnel Services. This page helps managers and supervisors select the correct engagement pathway and understand the key requirements.

Supplier Listings

Information about approved suppliers is available via the List of Agency Suppliers or on the NSWBuy and WA Government Websites.

The list of contractors is continually updated as new suppliers are assessed and approved, it is import to cross check that the Supplier also exists in our Finance System prior to order execution to ensure you can raise an appropriate Purchase Order. If the supplier does not exist, please forward a Request for New Supplier form to Procurement for onboarding, noting that the relevant NSWBuy/WA Government CUA Scheme.

Engagement Types

Payroll Only Contractors

Used where the University has identified an individual for a limited-scope or urgent engagement.

View payroll-only guidance

Western Australian Contractors

Requirements for engaging contingent workers in Western Australia using approved arrangements.

View WA engagement guidance

New South Wales Contractors

Guidance for engaging contingent workers in NSW under the Contingent Workforce Scheme.

View NSW engagement guidance

Contingent Works Forms and Samples

Forms, templates and examples to support compliant contingent worker engagements.

Access forms & samples

How to Identify the Correct Pathway

Route to Payroll Only / Contingent Worker / Independent Contractor

Processing Purchase Orders for Short Term / Contingent Workers

  • Create a PO for the Total Contract Term

    A Requisition is to be raised to cover the entire contract term of the contingent worker.

  • Line Items for Each Working Week

    • For each working week, create a separate line item.
    • In the description field, include the name of the contractor, position, and week-ending date.
      • Example: "John Doe - Project Manager - Week Ending 25/06/2024
    • The due date for each line item should be updated to reflect the week-ending date.
    • Ensure this date is accurate to facilitate timely receipt and payment.

  • Attach Order Form

    Attached the executed Order form:

  • Handling Extensions

    • Extensions should not be raised as separate POs.
    • Add extensions to the existing PO- via a Change Order Request to procurement@nd.edu.au unless otherwise approved by procurement.
    • Ensure that any changes to the contract term or scope are accurately reflected in the PO and the attached documentation.