April HRIS Bulletin

Important - for action/attention this month:

HR Self-Service is coming

Payroll corner

Projects update

Update from the HR Information Team

New and updated documents and reports

HRIS user support

This month's deadlines

Payroll corner

PSC update from the Finance Division

This month, IR35 legislation changed, and the responsibility for PAYE and NICs moved from a Personal Service Company (PSC) to the University. In light of this change, all departments should now use the HMRC Employment Status Service (ESS) Tool, which replaces HMRC Employment Status Indicator (HMRC ESI) Tool, whenever they engage a contractor or a self-employed individual.

If individuals are to be paid via invoice, please make sure that a print out of the ESS Tool, with the individual’s name and a departmental contact name, is attached to the invoice. The invoice must be received by the central Payments team no later than the 10th working day of the month.

For more information, please see the Finance Division PSC webpage.

P60s

The P60s will be sent out very soon after the April payslips; please ensure your staff know they are coming, so that they can collect theirs and keep it safe.

Please also note the following important points:

  • Please emphasise to your staff that this is an important document, and that they should keep their P60 every year, not just the latest one. P60s are often required for mortgages, self-assessment, means testing, Foreign Office processes etc. Every P60 is clearly marked with “Do not destroy”!
  • Every year the Payroll Office gets numerous requests for copies of P60s from employees who have mislaid theirs. This means that Payroll Officers have to spend a lot of time duplicating a task that has already been completed which negatively impacts resource available for other important tasks.
  • There is a charge of £15 for replacing a P60. One department makes their employees sign for their P60, which is an excellent way of ensuring that staff acknowledge the importance and receipt of this document.
  • It is each department’s responsibility to keep employees’ home addresses up to date. Employees contacting the Payroll Team with requests for address changes after reviewing their P60 address data will be directed back to their local HR Teams.

Projects update

HR Self-Service is coming

The project to implement HR Self-Service began on 1 March 2017. The objective of this project is to give University staff the facility to view and update their personal details, view their payslip online and on mobile devices, and view internal-only vacancies. In addition, the project will give some facilities to managers and administrators to view their employees’ details and will enable HR users (initially in HRIS Data Services and UAS) to use self-service to request updates to aspects of their employees’ records.

The functionality in scope for this project will be delivered on the existing version of the CoreHR software – v20. Following an upgrade of the software to v24 (or latest version available at that point), a separate project will extend use of the self-service functionality further into areas such as Time and Attendance (annual leave and sickness absence), and possibly Expenses.

The project represents a significant business change which will impact all areas of the University. We are currently in the very early stages and there will be a significant communication campaign ahead of implementation to ensure that all staff understand what HR Self-Service will mean for them and the benefits it offers. The project is in the Analysis and Planning stage of its activity and the team are currently focussing on gathering information from departments about existing processes and learning more about the functionality available within the self-service tool. We are working closely with the HRIS User Group and key contacts in departments and central services to understand requirements.   

Further information about the project, including the project governance, communication channels, and expected timescales, will be available to CoreHR users via the Using HRIS project webpages in the next few weeks, and monthly updates will be provided in the HRIS Bulletin. In the meantime, if you would like a glimpse of what the self-service tool has to offer, have a look at the slides and video from our recent presentation at the UAS Conference.

If you have any comments or questions about the project, please email Mandy Zaccheo, HR Self-Service Business Change Manager.

Update from the HR Information Team

Clear HRINFO01 Data Quality Validation 2016-17 – by 22 May

Please run and clear all red error messages from your HRINFO01 Data Quality Validation 2016-17 report by 22nd May. The HR Information Team website provides guidance and you can contact us on hris.dataquality@admin.ox.ac.uk if you have any new queries to raise. We will contact departments about any outstanding issues in June.

Clear HRINFO20 Casual Worker Data Quality Validation – by 22 May

Please run and clear all errors from your HRINFO20 Casual Worker Data Quality Validation report by 22nd May. We will contact departments about any outstanding issues in June. If you have any queries regarding data input, please contact the HRIS Support Centre.

Changes to HRINFO01 Data Quality Validation 2016-17

We have introduced two new validation checks for the HESA items that will appear as red error messages in your report when missing:

We have also changed the amber advisory warning for missing job text information to a red message and will begin follow-up on missing job texts in the run up to the HESA return.

Immediately previous employment – guidance updated

We have now fully updated our guidance on how to enter and code employment history. Please visit our website and download the two new guidance mapping tables. Some useful points covered on our website:

  • Recording career breaks, studying - This item is capturing the activity that the employee was doing immediately prior to starting the appointment with the University, so career breaks, unemployment or time spent as a student should be captured and there are Industry Category codes available for this.
  • Dealing with multiple entries - New starters via e-recruitment may have multiple rows of employment history in back office – this data is input by the applicant on recruitment and is automatically pulled in to the person record. Only code the most recent employment history entry with Industry and Category Code.
  • Coding ‘missing’ time periods - Review the e-recruitment employment history for accuracy, completeness and end dates. The employment history input by the applicant may not take the individual up to the date at which they start with the University of Oxford. In this case you should check their 'activity' for the 'missing' time period with the employee and input the missing information.

Coming soon – HRINFO21 Vacancy and Applicant Data Quality Validation

In order to undertake accurate recruitment monitoring and ensure high-quality data are available for Athena SWAN applications, the HR Information Team have developed a new Discoverer report that validates vacancy and applicant data and advises users on how to make necessary amendments.

The report will:

  • be available to run in May (announcement in May HRIS Bulletin to follow)
  • check vacancies advertised or opened since 31 July 2016
  • check that on completion of each recruitment exercise, the related vacancies have been closed down and appropriate recruitment outcome has been selected (i.e. Appointment Made or No Appointment Made)
  • check that all mandatory stages (Applied, Shortlisted, Offer Made, Offer Accepted) have been recorded for advertised vacancies
  • check that regrades and non-advertised vacancies are closed down
  • provide a data export tab that departments can use for recruitment monitoring and preparing Athena SWAN applications

Can I prepare?

Yes, you can prepare for this by:

  • ensuring you are following the most up to date quick reference guides on recruitment
  • reviewing your recruitment data recording process – have your team been recording all the mandatory stages: Shortlisted, Offer Made, Offer Accepted?

New and updated documents and reports

Transfer and appointment decision matrix

We have updated the Transfer and Appointment Decision Matrix (410kb) to include PSC's.

HRIS user support

HRIS Support Centre

Contact details for the team are:  hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Opening hours: Monday - Friday, 8.30 - 17.00 

This month's deadlines

Deadlines for Personnel users: May payroll

Please also refer to the May 2017 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Thu 20 April - 5pm April supplementary payroll deadline Any changes which affect payroll but do not require payroll action/ approval, must be entered and approved within the department by this deadline in order to be included in April's payroll run.
Fri 21 to Mon 24 April No user input Two clear working days are required during which users cannot enter data into the personnel module, to enable the payroll to be run (all other modules are unaffected).
Wed 3 May Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 9 May. Staff Requests received after this deadline are not guaranteed to be processed by the standard payroll deadline. The usual turnaround timings for gradings apply (ten working days).
Fri 5 May Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Mon 8 May HRIS Data Services users only: Data Services admin deadline Data Services payroll forms should be submitted to the HRIS Data Services team by this deadline. This is to ensure sufficient time for the team to process them for the payroll deadline and resolve any queries.
Mon 8 May Support requests for May Requests for assistance associated with actions for this month's payroll deadline should be received by the HRIS Support Centre by this date. This is to ensure that sufficient time is available for the team to address your queries.
Wed 10 May - 5pm May payroll deadline All changes which require payroll action/approval must be entered and approved within the department by this deadline in order to be included in this month's payroll run.
Mon 22 May May supplementary payroll deadline Any changes which affect payroll, but do not require payroll action/ approval, must be entered and approved within the department by this deadline in order to be included in this month's payroll run.