January 2015 HRIS Bulletin

News and reminders

Data Quality

HRIS User Support

This Month's Deadlines

News and reminders

Please review costings for % allowances

(as per e-mail of 14 Jan)

As reported in the last HRIS Bulletin, on 19 December we implemented a fix to correct an issue which was affecting the costing of percentage allowances.  Consequently, with effect from January’s payroll, all percentage allowances will be costed to the code(s) entered against the allowance where a valid code exists.  If no code exists against the allowance, it will be costed to the details held in the cost allocations on the appointment.  If neither exists, the allowance(s) will continue to be charged to the default appointment cost centre.

Please use the Staff in Post report to review all costings for percentage allowances in your department. See the December 2014 HRIS Bulletin for further guidance on how to use this report to assist you.

Should you need to update any cost centres for percentage allowances, Payroll have agreed to do this on your behalf.  Please e-mail tracy.roberts@admin.ox.ac.uk with the following details: employee number, name, paycode for allowance, allowance name, % amount, new cost centre.  Details can be provided in the body of the e-mail, or, for larger volumes, in an attached spreadsheet (encrypted).  This information must be provided by January’s supplementary deadline on Thursday 22 January.

Right to work – use of “date to” field

We have had a couple of queries recently about records not appearing in the right to work report PERDEP41_Immigration and Right to Work.

The reason for these records not appearing is that an end date had been entered in the ‘Date to’ field. This effectively ‘ends’ the current right to work record with the result that it will no longer appear in the report. The ‘Date to’ field should only be completed on an existing right to work screen to end a record that requires updating (e.g. a visa renewal or change in immigration status), before adding a new one with the updated details.  You should record the expiry date of the visa in the “Visa Expiry” field.

PA10 Maintaining Right to Work Data (227kb) provides full details on how to complete the right to work screen, including the use of the “Date to” field.

Reminder - please use the new casual payments form

Information received on the old casual payment form can no longer be processed.  Only the new two-page form, which includes right to work data, can be accepted.  If you have saved an old version of the form, please dispose of it and use the updated Casual Payments Starter form. 

The new form should be completed online and then printed and signed before being forwarded to the Payroll team. It is important that you print both pages separately rather than printing double-sided, as the second page will be referred to the Staff Immigration Team.  

Information about these requirements, including access to the new casual payments form, can be found on the Payroll web pages.

Appointing individuals with an existing casual appointment

When appointing an individual who already holds a casual appointment (whether in your or another department), please ensure you check with the Casual Payroll team whether the casual appointment is still needed. If the casual appointment is no longer required, you will need to transfer the individual from their casual post to the new post.

When processing transfers, please refer to one of the following QRGs: PA2e Transfers Between Departments (694kb) or PA2f Transferring Within the Same Department (681kb)

Please also remember to notify Casual Payroll by e-mail when you have no plans to make further payments to a casual worker in your department, to enable them to close the record.  Departments should not close casual appointments in any circumstances.

Requests for HESA ID numbers

Every employee working for a UK higher education institute (HEI) has a unique HESA ID number. This allows HESA to track people throughout their employment with UK HEIs.  HESA ID numbers will therefore “follow” individuals as they move between UK HEIs.

Some institutions are asking new staff to bring their HESA ID number with them when they start.  The University is not always able to give out HESA IDs directly to individuals upon request, because of the way they are generated in a “batch” as part of the HESA annual return.

If you receive a request from a current or former employee for their HESA ID number, please advise them to ask the institution that requires this information to contact the HR Information team by e-mail on hr.reporting@admin.ox.ac.uk.

OPENdoor – the final goodbye!

On Wednesday 7 January 2015, the University’s legacy HR and Payroll system, OPENdoor, was switched off.  The honour of doing so was given to a small group of University staff who had been involved in supporting, using or developing the system since it went live in March 1998. 

Seeing OPENdoor through its full lifecycle to decommissioning and data archiving is a rare achievement.  This approach follows systems development lifecycle management best practice and enables the University to save money on maintenance of infrastructure and software.  The decommissioning of OPENdoor was undertaken as part of the work of the HRIS Programme.

For details of how to obtain historical payroll costing data previously held in OPENdoor, see the September 2014 HRIS Bulletin.


Opendoor – the final goodbye! From left to right, Heidi Hunt, Dave Shipway, Jason Harris (IT Services), Anne Harkness (Personnel Services) Val Drew (Payroll).

Data Quality

January’s data quality validations

January’s data quality validations will be checking whether the HESA fields ‘highest qualification held’ and ‘academic subject taught and/or researched’ have been entered correctly for new appointments from 01 August to mid-December 2014.

If you receive a data quality email from HRIS Data Services in January, please ensure that you make the requested updates in good time.  Please also be aware that you may need to check data quality for appointments added onto Core Personnel since mid-December, as they will not be included in the January validations.

For detailed guidance on how to enter information into these fields, see the HR Information Team website:

Highest qualification held:


Academic subject taught and/or researched:


HRIS User Support

Updated QRG - IP4 Running Reports

As part of the development of our new reporting workshop, we have updated QRG IP4 Running Reports (1,785kb). The updated guide includes additional sections on navigation, parameters, filters, and group sort, as well as an appendix covering basic use of Excel to filter and sort data in HRIS reports. We hope that you will find this expanded guide useful.

Updated cost allocations guidance

Further to our item in last month’s Bulletin regarding the high number of errors on cost allocations, we have added a new page to our document Recording Cost Allocations in CoreHR (383kb), giving additional guidance on how to avoid the most common mistakes.

Please refer to this guide when recording cost allocations in the system. Getting it right in the first place is more efficient than having to respond to requests from Data Services and/or Finance to correct it at a later date!

HRIS User Group – minutes now available

The unapproved minutes of the last HRIS User Group meeting, held on 5 November 2014, are now available on the User Group webpage.

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: February 2015 Payroll

Please also refer to the February 2015 Payroll Cycle Diagram (13kb)

Thursday 22 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 January's payroll run.
Friday 23 - Monday 26 January No user input Two clear working days are required during which users cannot enter data, to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected).
Tuesday 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 Friday 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).
Thursday 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.
Friday 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.
Friday 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.
Tuesday 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 19 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.