December HRIS Bulletin

News and reminders

Update from the HR Information Team

Payroll corner

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

Casual payment submission spreadsheet

The list of Paycodes in the spreadsheet has been changed to show in alphabetical order. An updated version of the spreadsheet has been published on our website.  We have also passed a copy to Finance to publish on their webpages.

Apprentice Details UDF

Following recent consultation regarding the maintenance of the Apprentice Details UDF, it has been agreed that the Apprenticeships Team will take ownership of the UDF effective from 1st January 2018. Departmental access to the UDF will be removed in early January 2018 and the QRG “CH13 – Handling apprenticeships” has been updated to reflect this change. Please note that this change does not impact your remaining responsibilities for managing apprenticeships; please continue to follow QRG CH13 to correctly set up apprentice records and process the salary progression during the apprenticeship.

Awards for Excellence 2017/18

In the Reward and Recognition Scheme, a lesser proportion of awards is paid consistently to staff classified as BME in comparison to staff classified as white.  

As the 2017/18 scheme is launched, departments are asked to conduct an analysis of nominations, to see if they are truly representative of all staff groups in the department, before passing nominations to the review panel or approving the payment of awards. PERDEP 11 and PERDEP 47 (see below) will assist you with this analysis.

We wish to remind you of the process and mechanisms for recording and reporting on nominations and awards made under the scheme.

You must record all nomination and award information in the relevant UDFs in CorePersonnel. The primary purpose of capturing this information is to allow for local and central data analysis in relation to the scheme. This is only possible if all nominations and awards are entered into Core. 

Please note the following:

  • You must create a new UDF record for each nomination under this year’s scheme. If the employee also received a nomination under the 2016/17 scheme (for either a recognition payment or an award for excellence), you must end the existing UDF record when you add the new one. It is crucial that you adhere to the guidance in QRG CH26 Reward and Recognition Scheme regarding the UDF start and end dates to ensure accurate reporting.
  • If an employee was awarded a recognition payment after being nominated for an award for excellence you should complete the ‘R&R Awards for Excellence’ UDF only - do not also complete the ‘R&R Recognition’ UDF.
  • The Data Services team no longer offer the facility for departments, other than Data Services users, to submit their recurrent awards to them for entry into CorePersonnel. Data Services users should continue to use the existing process and complete the relevant form available on the SharePoint site.

The QRG CH26 also covers notifying Payroll of the awards made, in addition to a step-by-step guide on completing the UDFs.

Report PERDEP11_R&R Scheme Eligibility can assist you in determining who is eligible for consideration under the scheme. PERDEP47_R&R Scheme Monitoring is available to enable you to analyse nominations and awards in your department or division.

Update from the HR Information Team

Data Quality

Clear 2017-18 data issues

Please clear all red and amber data issues from the HRINFO01 Data Quality Validation 2017-18, HRINFO20_Casual Worker Data Quality Validation 2017-18 and HRINFO21 Vacancy and applicant data quality 2017-18 reports before the Christmas closure period.

As an extract of employees in post as at 31 January 2018 will be taken for reporting purposes, the HR Information team will contact all departments who still have a significant number of outstanding data issues from the HRINFO01 report in January 2018. Therefore, if you have limited time, please focus on clearing the errors in that data quality report.

The HR Information Team website provides guidance on making the indicated changes to clear the data anomalies highlighted red and amber in the report. If you need assistance making data changes contact the HRIS Support Centre hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Contact the HR Information team on hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports.

Recruitment monitoring data for new starters who did not apply via e-recruitment e.g. direct appointees and casual workers

The recruitment monitoring policy states that equal opportunities monitoring data is collected on all applicants and staff to enable monitoring of how far the equal opportunities policy is met; to consider changes to the University of Oxford’s provision and practices and to meet the equality duties as a public sector employer. However, the number of records where equality and diversity data is missing has been increasing.

All direct appointees (i.e. those which have not come through e-recruitment) and casual workers must complete an Equality and Diversity form. The HR Information team would like to remind Core administrators that the letter module in CoreHR should be used to create a pre-populated form to send to the new starters for completion. To generate the form, follow the steps in the relevant quick reference guide given in the table below and choose Letter Type: Equality and Diversity Form. Alternatively a non-CoreHR version of the form (Staff Starter Form) can be found on the Equality and Diversity website.

Category v20 Quick Reference Guide Section Page numbers
Direct appointee PA2g Direct Appoint (639kb)  4  10-11
Casual worker PA11 Managing Casual Worker Records (1,452kb)  E  17-18

The direct appointee or casual worker should return the completed form in a sealed envelope to the Data Services Team, Dartington House, University Offices, Wellington Square or email it to monitoring@admin.ox.ac.uk.

 

Payroll corner

Personal details

The personal details for new starters and re-hires must be checked thoroughly as part of your new starter processes. This is covered in QRG PANS0 Pre Arrival and New Starter Guide (2,707kb) pages 9 and 10, but we still have missing information every month in the areas below.

In most cases, the fields will have been completed in the Recruitment process, but you must check that they are complete and correct. In all cases, even though available on Core, we cannot use diacritics (accents), as HMRC does not accept them. Please amend any accented letters with their non-accented equivalents.

Forename This must be the full first forename as per a birth certificate or passport, i.e. not an abbreviated form. In the case of re-hires, it is possible that forename and middle name appear here, so move the middle name to the correct field.  
Middle name Include this if there is one. 
Known as This is where the abbreviated form of a name should be entered where applicable. This will be used to generate the work email address. 
Title   This must be completed as it directly affects what appears on the payslip.  
Initials  As with title, these appear on the payslip. Ensure that they are forename/middle names only, i.e. the surname initial should not be included. There should be no spaces between the letters. 
Address At least two lines of the address must be filled in. This is an HMRC requirement, and our month-end submission will fail if an address is incomplete.  
Postcode  The two halves of the postcode should be in the two separate boxes. Check this is entered correctly over the two fields as it may come through from e-Recruitment as one field. 
Gender Select as appropriate, this will come through from e-Recruitment as ‘Unknown’. Although Unknown is available, we cannot currently use this – also an HMRC requirement.  
NI number   Not having a NI number will not stop an employee from being paid, but you must ensure you obtain and input it as soon as possible. Anyone new to the UK who needs to apply for a number should visit https://www.gov.uk/apply-national-insurance-number.  

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:

CH13 Handling Apprenticeships (221kb)

Removed guidance on completing the Apprentice Details UDF.

Report updates

The “Location Code” item has been added to the following reports:

PERDEP02_FTC End Dates

PERDEP05_Employee Roles

PERDEP06_Agency Workers

PERDEP07_Retirement planning

PERDEP10_Cost Allocation (Funding) End Dates

PERDEP20_Monthly Personnel Changes

PERDEP21_Monthly Data Input Check

PERDEP40_Probationary Dates Due

PERDEP41_Immigration and Right to Work

PERDEP42_Pre-Employment Checks

PERDEP44_Increment Due Date

PERDEP45_Employee Absence

PERDEP46_Annual Review Details

PERDEP47_R&R Scheme Monitoring

New report group for Casual Administrators

In order to assist departments to process their casual records and appointments, we have created edited versions of the following reports to return details for Casual worker and teacher records only: 

  • PERDEP01_Staff in Post_Casuals only
  • PERDEP20_Monthly Personnel Changes_Casuals only
  • PERDEP41_Immigration and Right to Work_Casuals only

Some tabs present on the full reports have been removed as they do not apply to Casual workers and teachers. For details on what is included in these reports please refer to the descriptions on our reports pages.

In addition the existing reports below will be shared with Casual Administrators:

PERDEP13_Active Cost Centres and Project Codes (to assist administrators in identifying active cost centres and project codes to include on the Casual payment spreadsheet)

HRINFO20_Casual Worker Data Quality Validation (to ensure that the data conforms to the new requirements set out in the quick reference guide PA11 - Managing casual worker records)

The new reports will be shared with users who hold the ‘Casual Administrator’ role via a newly created report group. All existing users with the Casual Administrator role will automatically be given access to these new reports over the next few days.

The User Access form has been amended to reflect that fact the ‘Casual Administrator’ role includes access to these reports.

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 am - 5.00 pm 

Christmas closure arrangements

The HRIS Support Centre will officially be closed from 5pm on Thursday 21 December 2017 until 8.30am on Wednesday 3 January 2018. On 3 January 2018, 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 22 December 2017 to Tuesday 2 January 2018 inclusive to ensure time is available to resolve any technical issues experienced by applicants.

Support for job applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above. Behind the scenes, we will be monitoring the use and availability of the online recruitment system. 

This month's deadlines

Deadlines for Personnel users: January payroll

Please also refer to the January 2018 Payroll Cycle (14kb)

DATE(S) DEADLINEEXPLANATION 
Thu 14 December - 5pm 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.
Fri 15 to Mon 18 December No user input Two clear working days are required during which users cannot enter data into the personnel module and navigation to menu options under “Core|Personnel > Maintenance” should be avoided, to enable the payroll to be run (all other modules are unaffected).
Wed 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).
Fri 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.
Mon 8 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.
Mon 8 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.
Wed 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.
Tue 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.