January 2014 HRIS Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

News, Updates & Reminders for Recruitment Users

News, Updates & Reminders for Training Administration Users

HRIS User Support Arrangements

Key Dates and Deadlines

Deadlines for Personnel Users: February Payroll

Please also refer to February 2014 Payroll Cycle Diagram (13kb)  


Friday 24 January - 12 noon

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 February's payroll run.
Friday 24 PM to 27 January No user input Users cannot enter data as this time is required  to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected).
Wednesday 3 February Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 6 February. 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).
Wednesday 5 February Casual Payments Deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thursday 6 February 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.
Thursday 6 February Support Requests for February 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.
Monday 10 February - 6pm February 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.
Thursday 20 February February 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.


News, Updates & Reminders for Personnel Users

Quick Reference Guides

Updated Quick Reference Guides

PA2i Managing Offscale Posts (166kb) v2.4) updated to correct a QRG reference and emphasise the need to select Personal pay rate type.

Updated support documents

Staff Request and Contract Decision Matrix (39kb) (v3.4) updated to show “new post” position type is split into external or internal funding and also to include a footnote providing an explanation of what an LNS number is.


Updated reports

PERDEP01_Staff in Post. The following changes have been made to this report:

  • Moved ‘Employee sub-status’ next to ‘Employee status’ on all relevant tabs.
  • Added Latest Start Date to Full Data Set (Excel) tab.
  • Added Home Telephone Number, Personal Mobile and Personal Email to Contact Details tab.

RECDEP41_Applicant and Vacancy Details. The field “Recruitment Opens” has been added to the “Summary by Grade and Gender tab” (note this is the External Open Date in Core).

2013 uplift to salary scales for non-clinical staff now implemented

In last month’s Bulletin we reported that the August 2013 revision of university salary scales for all non-clinical staff will be paid in January. Please note that the pay rates have now been updated in Core and the new casual hourly rates are available on the Personnel Services website. The Casual payments form has also been updated to reflect the new rates. The new rates will be available on the Finance webpages at the end of this month.

Living Wage: removal of grade 1.2

As described in Personnel Circular 14(01), Personnel Committee has decided that the minimum rate of pay for university employees should be at or above the current Living Wage. As a result of an increase to the Living Wage in November 2013, the lowest point of grade 1 (i.e. grade 1, point 2) is now lower than the Living Wage (currently £7.65 per hour), and will be taken out of use.

Effective immediately, standard grade 1, point 2 (National Pay Spine point 3) will be closed to new appointments. From 1 March 2014 grade 1, point 2 (National Pay Spine point 3) will have no salary value in Core.

Employees currently on standard grade 1, point 2 will be moved to standard grade 1, point 3 (National Pay Spine point 4) by the HRIS Data Services team with effect from 1 March 2014.  Departments should inform their affected staff members of this change.  The HRIS Data Services team will contact affected departments by e-mail to confirm that the change has been made in Core.

Academic titles and merit pay

The resolutions and supporting material concerning the changes to academic titles and merit pay, as published in the Gazette on 17 October 2013, have now been declared carried. The legislative changes needed to establish the grade of associate professor were published in the Gazette on 28 November 2013, and they too have now been declared carried.

The grade of associate professor comes into effect from 1 January 2014 and more information is available at the Staff Gateway.  Work is underway to consider how these changes will be reflected within HRIS.  More information will follow in due course.

Provision of employee address – message from the Pensions Team

The Pensions Team have identified a number of new joiners to the University where the home address details have been missing from Core, or where the department address has been provided as an alternative.  Under auto-enrolment rules the Pensions Team have to provide to the University’s pension schemes (USS, OSPS and NHS) the member’s home address when sending them new starter information.  The tight timescales for providing this information to USS, in particular, prevents the Pensions Team from being able to chase departments on an individual basis for this information.

Please therefore ensure that a home address is recorded in Core for all new starters as part of the appointment process wherever possible. We recognise that there are a few circumstances where it is necessary to provide a temporary or department address but unless this is applicable, the current home address should be supplied.  If the employee does not yet have a permanent local address please provide their current home address and update this as soon as the new address is known.

Reminder: acting up allowances

When applying allowances for additional temporary responsibilities (also known as acting-up allowances) please ensure you follow the guidance on the Personnel Services website when considering the appropriate value of the allowance.

In order to ensure that Payroll have sufficient information to enable them to approve the allowance in Core, please remember to enter the grade and point on which the acting up allowance is based in the Reference field (max 12 characters) on the allowance screen as shown below:


Full guidance on how to set up new allowances in Core is provided in the QRG: CH4 Change: New and Changes to Allowances (372kb) 

Reminder: managing off-scale posts

When appointing an individual to a post that is paid an off-scale rate, please remember to change the pay rate type to “Personal”. “Off-point” and “scale-point” should NOT be used as this causes issues if the salary amount needs to be updated at a later date.

PA2i Managing Offscale Posts (166kb) has been updated to emphasise this point – please ensure you refer to it when processing off-scale appointments.

Potential error message when searching for employees

The following error message is sometimes displayed when searching for employees in the Personnel Profile screen PERS021S.


The error is caused when both the home and mobile number have been entered in the “Phone No.” field in the Personal Details screen HR0120.

If an employee has more than one telephone number the additional numbers must be entered as Additional Contact Information.  Please refer to page 5 of the QRG PANS0 Pre Arrival and New Starter Guide (2,579kb).

To acknowledge the error message above, click OK to proceed, identify the employee record with incorrect telephone details and correct as above.

Processing ended appointments – HESA data

The HR Information team would like to remind users that when ending appointments in HRIS it is essential to input an accurate value to the ‘Location after leaving’ field both for leavers from the university AND individuals leaving one of multiple posts. For those of you involved in last year’s data collection exercise you may remember this data item.

The relevant quick reference guides do give you details of how to complete this information:

EA1 Ending Appointment(s) (574kb) (an interim work around is described on page 6 where relevant)


Currently, the completion rate for this field is low. Please take a few moments to revisit the QRGs and ensure that you are completing the field correctly.  As this is a HESA field, and as missing data is causing reporting problems for AthenaSWAN and other internal requirements, we will need you to return to all records where this information is missing and ask you to fill in any gaps. This will be picked up as part of data quality checking. However, we wanted to highlight this now to reduce the number of records involved in that exercise.

HESA data collection and staff return 2012-13 – message from the HR Information team

We wanted to pass on our thanks to all of you who were involved in the 2013 HESA staff data collection exercises which took place last summer. Your contributions helped to ensure that the return was complete and on time. Since final sign-off in November we have been working with IT Services to get the data you provided back into Core Personnel.  This has now been completed. Many thanks from the team.

HR Information team – web page development

The HR Information team are working towards developing an HR Information website.  We are interested to hear from you if you have any suggestions regarding content. We would like our web pages to help you manage the data held in Core. A few thoughts from us which might help you get started:

  • Are you clear which data items in Core are HESA-related?
  • Do you know where to find reports which would help you to validate data held about your staff?
  • Do you understand how to select the correct Staff Classification code (‘Sub Category’ code in HRIS)?
  • Are there items that ‘confuse’ you in terms of their meaning, could we help to clarify?

Any and all thoughts are welcome at this stage. If you do have suggestions you can contact us via hr.reporting@admin.ox.ac.uk

News, Updates & Reminders for Recruitment Users

Calling all CoreRecruitment experts!

Are you an experienced user of CoreRecruitment? Would you be interested in sharing your knowledge with new users?

The HRIS Support Centre is looking to establish a small pool of existing users to assist in the delivery of our e-Recruitment training courses. Experience of training delivery would be helpful but it is more important that you have an excellent working knowledge of the Core Recruitment module.

If you are interested in finding out more, please contact Mandy Zaccheo by e-mail (mandy.zaccheo@IT.ox.ac.uk) or on (6)16322.

News, Updates & Reminders for Training Administration Users

Training QRGs and report descriptions now available on the Using HRIS web pages

All documentation, including Quick Reference Guides, relating to the Training Administration module are now available on the Using HRIS web pages.  We suggest that you bookmark this page as the documents will shortly be removed from the HRIS Programme site. 

Descriptions of the Training Administration module reports, including an overview of each report, when they should be run, details of the tabs etc, are also available on the reporting pages of the HRIS website. 

Should you require any assistance with any aspect of the Training Administration module, please contact the HRIS Support Centre.

HRIS User Support Arrangements

HRIS User Group

The next meeting of the HRIS User Group will take place on 12 February. Prior to this meeting your divisional representative will be seeking feedback on the work of the HRIS Programme and taking any items for the next meeting’s agenda. If you wish to contact your representative directly, details are available on the HRIS User Group web page.


Would you like to put a face to the name?  Photos of all members of the HRIS Support Centre are available on our webpages (you will need your single sign on to access this page)!

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