July HRIS Bulletin

News and reminders

Update from the HR Information Team

Payroll corner

HRIS user support

This month's deadlines

News and reminders

Check your August increments and approve salary changes

Automatic increments are due to be paid for Support and technical staff 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 automatically created in CorePersonnel. This salary change does not 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 2017.

Action required:

  1. Undertake a data checking exercise of all records to ensure that the increment date is populated where required: 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 2017 they must have been in their current role since at least 1 May 2017.
  2. Ensure the correct salary is approved prior to the increment date: The system will add one increment (where 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 2017 (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 2017 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.

Planned downtime for essential Oracle database patching – 8 August

We have scheduled a period of downtime for the next set of quarterly patches (fixes) to the Oracle database. This is part of the regular cycle of quarterly patching. The downtime will take place on Tuesday 8 August and we are currently awaiting confirmation of detailed timings; our current understanding is that this is most likely to be a period of approximately three hours at the start of the day. We recognise that this is close to the Payroll deadline; this has been unavoidable on this occasion due to the work schedule of the technical teams involved. As always, we will aim to keep the duration of the downtime to the absolute minimum. Further details will be provided to all users by e-mail as soon as possible.

Update from the HR Information Team

Athena Swan data readiness report available 1-31 July

The ‘HRINFO02_AthenaSWAN Potential Staff Data’ readiness report is available again from 1 July – 31 July. The report allows departments to review their Athena Swan data and make corrections before the extract is taken for the 2017 Tableau data refresh.

 How to prepare:

  • It will be beneficial to run and clear all anomalies from your ‘HRINFO01 Data Quality Validation’ report before reviewing the ‘HRINFO02 AthenaSWAN Potential Staff Data’ report.
  • Ensure that all parental leave action and reason codes have been entered for all relevant employees, including recording return from parental leave.
  • Request access to the Tableau staff data dashboards for anyone without access who will require it for 2017.

 Please check our website’s Athena pages for updates on timings.

Recruitment – clear HRINFO21 Vacancy and applicant data quality report by 31 July

Thank you to departments who have cleared their report for the 7 July deadline. Checks indicate that some departments still have not actioned this. It is urgent and needs to be done by 31 July so that we can use the data for recruitment monitoring and provide you with it in Tableau for Athena Swan.

 Tips

  • Run the report periodically to keep on top of data.
  • Clear Tab 1, then re-run the whole report and go back and address issues in Tab 2 and Tab 3. You must clear Tab 1, then re-run in order to get a full picture of the applicant status data. See our website for detailed guidance.
  • Use all mandatory applicant status stages outlined in REC00 – Recruitment basics on page two: Applied; Shortlisted; Offer Made – Personnel; Offer Accepted – Personnel.
  • If a vacancy in Tab 1 has genuinely been open for more than 4 months and is not open in error, please ignore the red error message and close it down when the recruitment is complete.
  • Contact the HRIS Support Centre if you need assistance making data changes.

HESA 2016-17 data verification exercise – General validation and research staff categorisations

Throughout August and September the HRI Team will again be sending out staffing information for verification as part of this year’s HESA (Higher Education Statistics Agency) staff return. If research staff are employed within your area of responsibility then you can expect us to be in touch.

The researcher-related verification exercise relates to all staff with appointments which are recorded as ‘research only’ (Core Category Code = 2). We are now obliged to confirm to HESA the status of every research contract: for each relevant appointment we will then be asking you to confirm whether or not the member of staff is a research assistant. Using information held in CoreHR we will provide a provisional coding for you, you then just need to inform us of any changes.

You may remember that this exercise took place last year. We had hoped to incorporate collection of this information into standard Core processes but this has not yet been possible. Ensuring that the HRINFO01 Data quality validation report is clear for your area will assist this process.

Payroll corner

PSC update from the Finance Division

There is still some confusion over the correct process of payment for invoices given the results of the ESS decision tool. The five most common outcomes and the correct process for payment are described below.

The 'intermediaries' legislation applies to this engagement Assessed as a Company – PSC - Set up a PSC Payroll appointment on Core. Submit the invoices to the payroll office making sure the invoice has been signed by an authorised payroll signatory and the employee number and full cost allocation have been written on it. 
The 'intermediaries' legislation doesn't apply to this engagement  Assessed as a Company – PSC - Paid via Accounts Payable as a PSC on Oracle. Submit invoice to AP with the ESS decision attached.  
This engagement should be classed as 'self-employed' for tax purposes Assessed as an individual – Sole Trader - Paid as an individual via Accounts Payables. Send the invoice with ESS decision attached to payroll for T-listing and reporting to HMRC. 
This engagement should be classed as 'employed' for tax purposes  Assessed as an individual – Sole Trader - Set up an appointment in Core Payroll as an employee either casual for engagements of 12 weeks or less or variable hours if the engagement is longer than 12 weeks. 
We're unable to determine the tax status of this engagement Assessed as either a company or individual - It will be necessary to contact HMRC on the number given to seek further advice and to discuss the engagement. The worker cannot be paid without tax and NI deductions at this time however if payment is urgent you will have to process through the payroll until HMRC have given a ruling.

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 (2,579kb) 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 accents, as HMRC does not accept them. Please amend any accented letters with their non acented 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. 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

HRIS user support

August bank holiday support arrangements

The HRIS Support Centre will be closed on the August Bank Holiday i.e. from 5.00pm on Friday 25 August 2017 until 8.30am on Tuesday 29 August 2017.

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: August payroll

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

DATE(S) DEADLINEEXPLANATION 
Fri 21 July - 5pm 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.
Sat 22 to Tue 25 July 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).
Thu 3 August Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 8 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).
Fri 4 August Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thu 8 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.
Thu 8 August Support requests for August 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.
Thu 10 August - 5pm 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.
Tue 22 August 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.