December HRIS Bulletin

News and reminders

Update from the HR Information Team

Payroll corner

Projects update

How to...?

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

Living wage: grade 1 – pay uplift

As communicated in this term's HR newsletter and HR briefings, the new living wage rate of pay increased to £8.45 per hour from 1 November 2016.  As a result of this increase the lowest point of grade 1 (i.e. grade 1, point 4) is now lower than the living wage.

As an accredited living wage employer, the University has committed to pay both employees and the staff of contractors and sub-contractors who work regularly on University premises at least the Living wage. From 1 January 2017 grade 1, point 4 will be uplifted to the current living wage rate, as also documented in the revised pay structure. In addition, the Casual pay spine for casual worker engagements has been updated and the lowest point is now £8.45 per hour. The revised Casual pay spine is available in full from the Personnel Services website.

The changes will be implemented in CoreHR with effect from 1 January 2017. Departments should inform their affected staff members of this change.

New right to work list B item

A new data item “Tier 4 Doctorate Extension Scheme” is now available for departments to select in the Right to Work UDF.

If you are aware of any individuals in your department who have a Tier 4 Doctorate Extension Scheme visa, please amend the existing record in CoreHR. This will ensure there are no problems in paying the individual for casual work.

New IT system for Occupational Health Service

The new IT system for Occupational Health Service (OHS) went live on 29 November. The new cloud-based system, which is called Cohort, will support all the continuing work of the OHS including Pre-Employment Checks, Health Surveillance Programmes, Occupational Health Referrals, Appointments and Immunisations. Data from the old system has been transferred into the new solution.

One benefit of the new system is that employees and managers will be able to self-register and submit data electronically rather than by completing off-line forms. This facility will be introduced in stages now the new system is in place. Once fully implemented, all existing forms used by employees and managers to access OHS services will be located in one place and accessible online to make it easier and quicker for employees and managers to receive Occupational Health support and advice.

Detailed instructions on how to access the new system will be communicated in due course, with training delivered to regular users of the services provided by OHS. Until then, you should continue to use existing processes. Further details will be made available via the Occupational Health website in due course.

Update from the HR Information Team

Clear HRINFO01 Data Quality Validation 2016-17

Please clear all red and amber data issues from the HRINFO01 Data Quality Validation 2016-17 report as soon as possible. All departments who still have outstanding data issues in mid-January will be contacted.

The report now has red error messages and amber advisory messages. We are keen to get all job text information completed as this is becoming more widely required for reporting.

The HR Information Team website provides guidance on entering the red data items highlighted in the report. Contact hris.dataquality@admin.ox.ac.uk if you have any new queries to raise with the team.

Payroll corner

Please check salary status before ending appointments

When you are ending appointments, it is important to check that any salary requests related to those appointments have a status of “approved” before the appointments are ended; where second level approval is required this will also include approval by Payroll (see "What needs salary approval?"). If a salary request status is not set to “approved” at the point the related appointment is ended, it will result in issues with the employee’s pay calculations and it may not be possible for Payroll to pick this up prior to the final payroll run.

Ensuring that the salary request status is set to approved may require liaising with other departments and Payroll to ensure all salary requests are approved, particularly where the individual has appointments in multiple departments. The status of salary requests in other departments will not be visible to you.

To check the status of salary requests within your Department, please use the “view position history” option within the appointment details screen. If any of the salary statuses are not ‘approved’ you should use the “PERDEP20_ Monthly Personnel Changes_Casuals only” Discoverer Report (run the approved salary changes tab) to see where the approval is outstanding (department or payroll) and follow up appropriately.

Projects update

Improving the casual payments process – general update

A review of the casual payment process led to recommendations for a new efficient, streamlined process. The implementation of the new process was split into two phases. Phase one departments are now live with the new process, creating their own casual worker records in CoreHR and utilising the new casual payment spreadsheet. We continue to collate feedback from the new process – please see the item below on issues encountered during December’s submissions. Thanks to all phase one departments for your patience and cooperation in adopting the new process.

We are currently making contact with all remaining departments that will adopt the new process in phase two (including users of the HRIS Data Service). We are aiming for all phase two departments to be live with the new process by March 2017 at the latest. In the meantime, phase two departments should continue with their existing process for administering casual workers.

New casual worker process – issues with December submissions

Payroll have reported a number of common errors that resulted in payment sheets being rejected by the upload process. If you have adopted the new process in phase one, please note the following points:

  • You must make sure that all appointments are commenced and the salary approval completed by the casual payroll deadline for the month in which payment is to be made. Payroll will begin uploading the spreadsheets immediately after the published deadline has passed. If the appointment has not been commenced and/or the salary approval has not been completed the affected lines on the spreadsheet will be rejected by the upload process.
  • The effective date of the appointment must be the same as or earlier than the transaction date entered for the first payment on the payment sheet. Payroll estimate that 50% of rejected lines were because the appointment start date was later than the transaction date. This has also resulted in an increase of calls to the HRIS Support Centre asking for start dates to be changed.
  • Take care if you copy and drag data from one line to the line(s) below as the values in numeric fields can increase automatically. To prevent this you should either press and hold the CTRL key whilst dragging the data down OR copy and paste the data as text (see the ‘How to’ section below for details).

A number of departments submitted multiple payment sheets, some with just a single line on each. This significantly increases the time it takes Payroll to upload the sheets into CorePay. Wherever possible, departments should submit one payment sheet per month.

The guidance regarding the staff classification details required for casual workers was updated in the last version of the QRG at the request of the HR Information Team. Our latest data quality check indicates that around 75% of casual worker records created since 1 November 2016 have incorrect details entered against the category and sub category fields. Departments will be contacted directly about a number of data quality validation errors in the new year. In the meantime please follow the latest version of QRG PA11 to ensure that you are entering all details correctly.

How to...?

…copy and paste into the casual payment spreadsheet

Take care if you copy and drag data from one line to the line(s) below in the casual payment spreadsheet as the values in numeric fields can increase automatically. To prevent this you should either press and hold the CTRL key whilst dragging the data down OR copy and paste the data as text. The video below demonstrates how to do this (Office 2013 – older versions may vary). This method also works when copying and pasting data from one spreadsheet to another. However, pasting into the payment spreadsheet will remove the validation so you will not be alerted to data errors. If copying and pasting is essential for efficiency, you must take extra care with the data quality or the spreadsheet will be rejected at the upload stage and Payroll will ask you to resubmit affected lines.

Get Flash to see this player, or download the video file.

New and updated documents and reports

QRG updates

Significant changes have been made to the guides below, i.e. where there are new/changes to processes and procedures or to provide clarity:

PA11 Managing Casual Worker Records (1,452kb)  
  1. Correction to the scale point and rate of pay displayed in the system.
  2. Added guidance on changing the start date before commencing
  3. Added guidance on entering other hourly rates and transaction dates
  4. Removed section on adding cost allocations

HRIS user support

Christmas closure arrangements

The HRIS Support Centre will officially be closed from 5pm on Thursday 22 December 2016 until 8.30am on Tuesday 3 January 2017. However, a skeleton staff will be available until 4pm on Friday 23 December to support any urgent queries received by email that day. The phones will be diverted to voicemail so please email hr.systems@admin.ox.ac.uk if urgent support is needed. On 3 January 2017, priority will be given to resolving queries raised by applicants over the Christmas period. Please do not set any vacancy closing dates for the period Friday 23 December 2016 to Tuesday 3 January 2017 inclusive to ensure time is available to resolve any technical issues experienced by applicants.

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: January payroll

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

DATE(S) DEADLINEEXPLANATION 
Wednesday 14 December - 6pm December 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 December's payroll run.
Thursday 15 to Sunday 18 December 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).
Tuesday 3 January Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 6 January. 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).
Thursday 5 January Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Friday 6 January 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.
Friday 6 January Support requests for January 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.
Tuesday 10 January - 5pm January 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.
Monday 23 January January 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.