July HRIS User Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

News, Updates & Reminders for Recruitment Users

HRIS User Support Arrangements

Key Dates and Deadlines

Sub Category and Project Codes

Payroll go-live has highlighted an issue with missing or inaccurate Sub Category and Project Codes. These fields must be completed in CorePersonnel to prevent failure of interfaces to other modules/systems such as CorePay and Oracle Financials.  Please ensure that both fields are accurately completed for all your records in accordance with the new guidance as detailed in the updated Quick Reference Guides (listed above).  You can check that these fields are complete for any new or updated records by running the Monthly Data Quality report.

News, Updates & Reminders for Personnel Users

Entering late leavers on Core

Please ensure that you notify your Payroll Officer if you need to action a leaver after the supplementary payroll deadline for the period in which they left.  If an employee is made a leaver in the pay period after the one in which they left, Core will automatically attempt to recover the overpayment in the following month which will produce a negative net pay. You must contact your Payroll Officer as soon as you become aware of a late leaver, so that a discussion can take place about how to handle any overpayment.

Quick Reference Guides

Updated Quick Reference Guides

RQ1a, b and c Staff Requests - Sub Category guidance updated.

PA0 Pre-arrival Guide – various changes - please refer to front-page “post- it” for details.

PA2b Appoint: Additional Appointment- Project Code guidance expanded and Sub Category guidance updated.

PA2c Appoint: Variable Hours - Project Code and Pay Group guidance expanded and Sub Category guidance updated.

PA2d Appoint: Rehire – various changes - please refer to front-page “post- it” for details.

PA2e Appoint: Transfer - Project Code and Pay Group guidance expanded and Sub Category guidance updated.

PA2g Direct Appoint - Project Code and Pay Group guidance expanded and Sub Category guidance updated.

PA2h Setting up a Non-Employee (including Agency Workers) - Sub Category guidance updated.

PA2m Setting up a Non-Employee (Titular CUF) - Sub Category guidance updated.

PA5 Working Abroad – guidance expanded to align with auto enrolment requirements.

CH1 Manage Changes: Funding– Project Code guidance expanded and link to useful report added.

CH5 Manage Changes: Pay – pay scale/rate guidance expanded.

CH6 Manage Changes: Changes to Appointment (no pay impact) – Location guidance expanded, reference to the obsolete Oxford Pay Group removed, and link to useful report added.

CH9 Manage Changes: Contract Extension - Project Code guidance expanded.

CH10 Manage Changes: Maternity, Paternity & Adoption – note added to clarify that change to pay on return applies to maternity and adoption only (i.e. not paternity).

CH15 Manage Changes: Sabbaticals – guidance on use of Target End Date field added.

CH16 Changes Requiring a Staff Request – note added regarding pensions auto enrolment.

CH23 Manage Changes: Special Leave – guidance on use of Target End Date field added and note regarding recording multiple periods of leave.

Updated support documents

New Starter Checklist – sections aligned with Pre-arrival and New Starter guides, including removal of Oxford Pay Group section.

Leaver Checklist – additional details section updated now payroll live (UDF no longer interim).

Data Collection Form – updated to reflect changes to data required by HESA. If generating from Core, please download the latest version and save to C:\Coreapps\ folder (overwriting existing version).

Reminder – no full stops in initials

The inclusion of a full stop in the initials field will cause difficulties with the monthly transfer of employee data to the HMRC (introduced as part of Real Time Information). You can check that you have not inadvertently included a full stop in any new or updated records by running the Monthly Data Quality report.

Deadlines for Personnel Users: August Payroll

Wednesday 24 July – 12 noon July 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 July’s payroll run.
Thursday 25 July No user input One clear working day is required during which users cannot enter data, to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected). Changes that affect August’s pay can be entered from the following day.
Friday 2 August Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 7 August. 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 7 August 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.
Wednesday 7 August Support Requests for August Requests for assistance associated with actions for this month's payroll deadline should be received by the by this date. This is to ensure that sufficient time is available for the team to address your queries.
Friday 9 August - COB August 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 22 August – 12 noon August 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.


Recording annual reviews in Core

To support departments which previously used OPENdoor to record information about annual staff development reviews (PDRs), some new features have been introduced to the personnel module. These are available to all departments to make use of if they wish. The new items include:

  • A UDF available on the appointment record (Appt:Annual Review) to hold details about appraisals, including dates, and training needs
  • A report to track the information held in the UDF (PERDEP46 – Annual Review Details)
  • A new quick reference guide (IP10 Manage Annual Review Data) is available on the website, which explains how to use the new features.

News, Updates & Reminders for Recruitment Users

Update from HRIS User Group Chair Pip Elphick, on meeting of 24 June

The HRIS User Group met for the sixth time on Monday 24 June.  The group discussed governance arrangements, future projects, issues and feedback on the payroll go-live. The minutes of this meeting will be posted onto the HRIS webpages soon, but this article is to give you a flavour of the discussions held ahead of that.

As the HRIS Programme comes to the end of its work, Julian Duxfield (Director of HR) is keen to establish the future arrangements for managing HR systems.  A new HR systems steering group is being discussed with the HRIS Programme Board and divisional secretaries.  At our meeting, we discussed the remit and membership of the user group and how it will connect with the proposed steering group in future.  We discussed in some detail how departments and divisions will be represented and local arrangements for ensuring consultation and feedback.  Arrangements will be formalised over the summer.  Even though the steering group will confirm the schedule for projects in future, at the meeting we considered existing plans for HRIS projects.  We also discussed the way in which users are informed about current issues and requested that the possibility of introducing an online forum/message board for users should be investigated.  Overall the group considered that the payroll go-live had gone smoothly despite some payslips being misdirected and a few apparently isolated issues with pay.  The group provided guidance on preferences for managing data quality checks and approved a request to move ‘availability for interview’ from being a ‘private’ (hence excluded from the application pack) to an ‘optional’ question.

Updated correspondence – request for letterheads

Testing is underway on an upgrade of the Core correspondence module - expected to go live at the end of the summer. The upgrade will require updated versions of the correspondence templates. The work to transfer the new templates to departmental letterheads where required will be undertaken centrally.

If your departmental letterhead has changed since the rollout of CorePersonnel last year, please e-mail your current letterhead to hris@admin.ox.ac.uk.  If we do not receive an updated letterhead from your department by 1 August we will use the letterhead we have on file.

Further information about the implications and benefits of the upgraded correspondence module will be circulated over the coming weeks.


Effective 1 August - important note on automatic increments

Automatic increments are due to be paid for support staff grades from 1 August.  Please read the following to ensure that the correct rate of pay is taken forward.

How the process works:

The day before the increment is due a new salary record is created automatically.  This salary change doesn’t need to be authorised, it will take effect the next day unless it is overridden.  After the increment has been applied the system will set the next increment due date for one year’s time unless the bar point has been reached. For the 1 August process therefore, the new row in the appointment record will become visible to users on 31 July.

Action required:

  1. Undertake a data checking exercise of all records to ensure that increment date is populated where required: Our Data Services team will be undertaking data quality checks to ensure that all increment dates are populated as expected. Where the information is missing or does not correspond with the University’s policy on incremental progression, you will be contacted with a request to complete/amend the data. It would therefore be helpful if you could undertake your own local checks of increment dates. The ‘Increment Due Date’ report will help you to  identify any staff with no increment due date, records where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening, or those without a future increment date.  You will need to check if any of these records are incorrect and amend/update them if required. Note that in order for an employee to be eligible for an increment on 1 August 2013 they must have been in their current role since at least 1 May 2013. 
  2. Ensure the correct salary is approved prior to the increment date: The system will add one increment (as applicable) to the current approved salary on the day the job runs.  This means that any salary requests awaiting approval will not be picked up by the program, including any requests awaiting approval by Payroll.  It is essential therefore that you ensure that those individuals due an increment on 1 August have the correct salary approved as at 23:59 on 30 July (i.e. the day before the new salary row is created).  You should also ensure that any salary lines with an effective date after 1 August 2013 have been set at the scale point the employee would be on following the automatic increment, as the process will not increase the salary for any future dated salary lines.  The ‘Staff in Post’ report (‘full data set’ tab) will show the current salary for staff at the point the report is run and you can also use the ‘Monthly Personnel Changes’ report to check for any future dated salary changes and also to check the approval status for salary requests.

If you have any questions about this, please contact the HRIS Support Centre.

“Availability for interview” to be included in merged pack

The online recruitment application form currently includes the following question “Are there any dates when you are not available for interview?” This is currently a “private” question which means that it is excluded from the merged application pack that is provided to the shortlist/interview panel.

At its last meeting in July, the HRIS User Group considered a request from two departments to reinstate this as a “public” question to enable it to be taken into consideration by the panel if required. It was agreed by all present that this change should be implemented.

Consequently, from week commencing 15 July this question will no longer be marked as “private” in the system and, as such, will be included in the merged application pack. Please note that this will remain an optional question which you can exclude from the application form by unchecking the box next to it on the questionnaire tab of the Vacancy Detail screen.


New reports

Your feedback on the following new reports is sought:

PERDEP10_Cost Allocation (Funding) End Dates - shows cost allocation (funding) date details for all appointment types. Includes worksheets listing cost allocations due to end, records with no cost allocations, and cost allocations started or ended within a specified period.

PAYDEP02_ Historical Pay Costing report - shows individuals (employees, and if required, non-employees and casuals) in fixed term appointments. Includes worksheets listing all current staff with fixed term contracts, fixed term contracts due to end, and missing/lapsed end dates. Note that further information about this report is available under the Pay and Costing section of the HRIS Reports Library and that the report is available for departments to run themselves from Discoverer.

PERDEP46 – Annual Review Details – enables the tracking of information held in the new Annual Review (PDR) UDF (see item below).

Updated reports

PERDEP02_FTC End Dates – funding information moved to new report (as above).

Payroll Costing Report – guidance updated and FAQ page added to website.

HRIS User Support Arrangements

Data for REF2014

In last month’s bulletin we highlighted the Research Excellence Framework (REF) - a peer review process to assess the quality of research activity at eligible UK Higher Education Institutions. CoreHR plays a central role in the preparation of the University’s REF submission which includes data on over 2,000 research academics. 

There are a number of areas where Core Personnel users can assist in the preparation of the University’s submission:

  1. Ensuring data on new staff is entered into the system as early as possible.
  2. Ensuring data on existing staff is as up to date as possible at all times.

Ensuring all new starters are captured in REF processing: We have received queries from a number of departments regarding the significant lead-in times from appointment to commencement and how this will be captured for the REF. We have adjusted the REF reports to ensure that all new starters with a status of either “appointed” or “commenced” are now included. This means it is necessary for departments only to progress a new starter’s appointment to “appointed” for REF coordinators to include the new starter in their additional data collection.

There are three key dates remaining when data is extracted from Core: 8 August, 26 September, and 10 October 2013.  Entering information about new contracts as soon as possible in advance of these dates is extremely valuable, for example, staff details entered before 8 August will be available for coordinators to work with in August and September. If left later, the information won’t be available to them until early October, leaving a very short window for decisions and further data collection.

Ensuring records are correctly categorised: Any staff who are to be returned to the REF14 should be placed on one of the following subcategories: AC (Academic Teaching and Research), AR (Research Fellow) or AP (Research Staff), so that they are correctly identified as research active.  It is also essential that the sub-status field is populated.

Data quality – agreed method for sending information to departments

The Data Services team within the HRIS Support Centre undertake regular data quality checks of the information held in CorePersonnel. Periodically they contact departments by e-mail as required to request the correction or completion of personnel records held within Core.

While the e-mail (or attachment) does not contain salary details or sensitive personal data, in order to provide an additional level of data security only the first three letters of each employee’s surname are included. The department should then use the personnel number provided to locate the record in Core.

In response to feedback from a number of departments, the HRIS User Group has considered the various options for sending this information to departments and has concluded that this is the preferred method. This will now be adopted as the standard approach for sending information from the HRIS Support Centre to departments and divisions.

In preparation for R12: Non-employees who access Oracle Financials or Marketplace to be set up in CoreHR

In preparation for the R12 Oracle Financials go-live, all non-employees who require accessto Oracle Financials or Marketplace (e.g. consultants or contractors) will need to be set up with an employee record in CoreHR. This is due to the way the next release of the Oracle Financials system (Release 12) will extract employee information from Core.

The Release 12 Project team are in the process of compiling a list of active finance system users who do not currently have an employee record in Core. These details will be circulated to affected departments via the Departmental Administrator who will be asked to assess whether these users still require access, and if they do, ensure that they are set up in Core as soon as possible. The standard HRIS guidance for setting up non-employees should be used for this purpose. All employee data should be set up in Core by mid-August to ensure that the data is transferred to R12 in time. The R12 Project team will liaise directly with departments that are most affected by this change to ensure that this is achievable and provide support where required.  

Please also note that any new non-employees should be set up with an employee record in Core if they require access to Oracle Financials or Marketplace. From 1 August, this will be mandatory. For more information about this change, please contact the R12 Project team via release12@admin.ox.ac.uk or telephone the Project Administrator on 16403 to be referred to the relevant member of the team.

Payroll secondment to HRIS Support Centre

For the next 10 weeks Tracy Roberts will be seconded from Payroll to the HRIS Support Centre for 1 ½ days a week. The purpose of this secondment is to embed working arrangements following the implementation of the payroll module.  Tracy may need to contact departments over the coming weeks in her capacity as a temporary member of the team.

Reminder: New Supplementary Payroll Deadline

In last month’s bulletin we introduced the new Monthly Payroll Cycle - in particular the new Supplementary Payroll Deadline (see table above). This new deadline falls around 24th each month and is the deadline by which further supplementary actions, which do not require Payroll approval, can be completed in CorePersonnel.  The Monthly Payroll Cycle document is updated each month in line with the publication of the bulletin and has been designed to be easily printable. A list of the changes which can continue to be input up to the Supplementary Deadline can be found in our new guidance document Working with the Payroll deadlines.

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 a.m. - 5.00 p.m. 

New process for Casual Teachers

With immediate effect, Payroll will be responsible for setting up all casual teachers on Core. This change will streamline the current range of practices and ensure a consistent approach for all casual workers.

If you have a new casual teacher you should complete a casual payments form in full and send it to the casual payments team in Payroll. For subsequent payment requests only parts A and E should be completed. If you have a significant number of casual teachers (e.g. more than 15 payments per month) a template spreadsheet is available for you to provide the required information to Payroll. If you are interested in finding out more about this, please contact Val Drew (Deputy Payroll Manager – Casual Payroll).

The Quick Reference Guide on casual teachers has been removed from the CoreHR web pages, and guidance reflecting the above process change will shortly be available on the Payroll pages of the Finance Website. If you have any queries regarding this change in process, please contact Val Drew in the first instance.