March HRIS Bulletin

News and reminders

Data Quality

HRIS User Support

This Month's Deadlines

News and reminders

Remember to update right to work for transfers and internal appointments

The Staff Immigration team have produced a Right to Work document highlighting requirements in different scenarios, such as when employees transfer or take a second appointment or when casual workers are re-engaged.

Please remember that in ALL circumstances when creating a new appointment in Core, the Right to Work screen should be checked and updated in accordance with QRG PA10.

Right to work data is now included on the HRINFO01_Data Quality Validation Report so will be highlighted red if missing or incomplete for any new appointments, including transfers.

Training on HERA and writing job descriptions

The Reward team are currently offering a half-day training session about HERA and writing job descriptions, which is suitable for HR staff or for those with HR responsibilities including drafting or advising on job descriptions or advising on the grading or regrading of roles. If you are a line manager who would be interested in this session, please talk to your Departmental Administrator in the first instance.

The training will enable the participants to:

  • understand the grading and regrading processes;
  • understand the HERA approach to analysing roles;
  • understand how to use the tools provided to write an effective JD; and
  • explain the process and principles to others.

Places are currently available. Please check the Reward team website for details.

Reminder about recruitment dates

Please remember to allow a minimum of three working days between the dates entered in the ‘recruitment opens’ and ‘posted externally’ fields on your advert. This allows the Adverts Team time to address any queries they may have before authorising the vacancy.  

Failure to allow for this when planning your recruitment process could impact the length of time your vacancy is advertised, which in turn could affect your ability to secure a Tier 2 visa if required. Additionally, while we are piloting the “jobs by email” service, this time lag is necessary to ensure that the advert is live on our website at the point the potential applicant is notified of the vacancy, thereby preventing unnecessary queries from applicants.

The relevant quick reference guides (REC01 and REC01a) have been updated accordingly.

Placing links into advert text

The ability to include clickable links within advert text is not available in our current release of v20.  We expect this to be addressed in a future minor release. In the meantime, if you want to refer to other webpages within your advert you should enter the URL as text, e.g. www.ox.ac.uk/research. Potential applicants can then copy the link and paste it into a new tab in their browser to open the webpage.

Recruitment monitoring forms to go to Data Services

All recruitment monitoring forms (M1, M2 and M3) for non-Core vacancies (e.g. academic posts) should now be sent to the HRIS Data Services team. The team will collate the forms and enter the data into CoreHR. Please place the forms in a securely sealed envelope marked ‘strictly confidential’ and send to HRIS Data Services, Dartington House, University Offices, Wellington Square, Oxford, OX1 2JD. The guidance on the Equality and Diversity Unit website and the return address on the CoreHR version of the form has been updated.

Salary adjustments for back dated transfers

Since the v20 upgrade, we have received a few queries about backdated transfers where negative pay elements have appeared on the monthly pay costing report. 

In v20 there has been a change in the way the CorePay module recognises substantive and non-substantive appointments, which has impacted the way that transfers from one substantive appointment to another are handled.

Previously, CorePay calculated and paid the difference between the two appointments.

However this meant that where a transfer had taken place mid-month the full month’s pay was costed to the originating department’s cost code(s) and a journal correction was required to charge the new department for the pay applicable for the new appointment.

In v20, CorePay deducts the costs processed against the originating department from the transfer date and charges them to the new department’s cost codes. This results in positive and negative entries appearing in the pay costing reports for both departments. It also shows the arrears as two lines on the employee’s payslip – one positive and one negative.

The main benefit of this change is that the pay is charged to the correct cost codes for each department rather than the previous department having to journal the amounts in Oracle Financials. 

Updated Core letter/contract templates

1. The pension enclosures in the employment contract templates have been updated to reflect the changes to the pension schemes from April. The following changes have been made:

  • References to contracting out of the state pension have been removed
  • Employee and employer rates have been updated
  • Address for the Pensions team has been updated to 6 Worcester Street

 2. The pre-employment health questionnaire has been updated to reflect the recent changes to the Occupational Health ‘hazards’ checklist as follows:

  • The questions on Exposure Prone Procedures (EPPs) have been removed, as those with such duties will be identified through the question about ‘contact with patients’.

3. The invite to interview letter has been updated with the correct link to the Home Office’s list of acceptable documents for checking the right to work in the UK.

Data Quality

Do not create duplicates – our fifth reminder!

A significant number of duplicate records have been created in the system since our last reminder, which will require considerable corrective work to be undertaken.

As emphasised in the Using CorePersonnel training and outlined in all the appointing quick reference guides, when setting up a new starter or processing a rehire or a transfer it is essential that you perform the following checks to establish if a record already exists within the system for that individual:

  • Make sure you search by surname AND either NI number if available OR date of birth
  • Don’t forget you can only search by one criteria at a time and remember to press ‘clear’ between each search
  • When searching on the surname, remember that the name could be misspelt or in some cases may be double barrelled.  It is therefore advisable to search on the first few letters only followed by a %. This will return all records where the name starts with those letters and increase the likelihood of finding a previous record, particularly where the original record relates to a payment for casual work and no NI number is available to check against.

Performing thorough checks ahead of setting up a record will prevent additional corrective work later.

Affected departments will be contacted in due course to discuss the corrective action required.

HRINFO01_Data Quality Validation Report

Thank you to everyone who has been running their report and making updates. It has made a big difference to data quality and is enormously appreciated!

To aid the HR Information Team prepare accurate external and internal reports please clear all anomalies from your HRINFO01_Data Quality Validation report by Friday 29th of April.  We will check through data in May and contact departments where anomalies are still present.

In preparation for the 2015-16 HESA Staff Return and the Medical Schools Council Survey please ensure that you once again clear all anomalies from HRINFO01_Data Quality Validation report by Thursday 30th of June.

The HR Information Team website provides detailed guidance on entering the data items highlighted in the HRINFO01 report. Please email us on hris.dataquality@admin.ox.ac.uk if you have any queries about the report or HESA related data input.

Coding previous employment information where employee comes from the Temporary Staffing Service

If a new starter has worked for the University's Temporary Staffing Service immediately prior to taking up an employment contract in your department, you should code the ‘immediately previous employment’ and the ‘previous HEI employment’ HESA fields as shown below and also in the PANSO quick reference guide. The shown values have been agreed with HESA:

Immediately previous employment

Previous HEI employment



HRIS User Support

Two-day CoreHR downtime - year end software delivery

As detailed in last month’s bulletin and our recent e-mails to all users, CoreHR will be unavailable for two full days on both Wednesday 23rd and Thursday 24th March. This system downtime will affect all back office users of CoreHR as well as applicants using e-Recruitment, and will follow on directly from this month’s ‘no user input period’ for Personnel users. 

This longer than usual downtime period is necessary to allow for delivery of the annual year end software and related clear down and verification by the payroll team. Thank you for your cooperation.

Easter closure arrangements - reminder

As detailed in last month’s bulletin, the HRIS Support Centre will be closed from 5pm on Thursday 24 March 2016 until 8.30am on Tuesday 29 March 2016.

Support for applicants

A message will be placed on the University’s Jobs and Vacancies webpages advising applicants of the office closure over the Easter period with the dates as above. Please be assured that behind the scenes, the support team will be monitoring the use and availability of the online recruitment system.

Staff requests and adverts

Please note that Personnel Services will be closed from 5pm on Wednesday 23 March 2016 until Tuesday 29 March 2016. No staff requests or adverts will be processed between 1pm on Wednesday 23 and Monday 28 March inclusive.

QRG Updates

REC01 Creating a Vacancy (Recruitment and Personnel) (960kb)  

Updated guidance on ‘Posted externally’ and ‘Recruitment opens’ dates and the requirement to allow a minimum of three working days between these dates.

See also the bulletin article for further details
REC02 Managing Paper Applications (229kb) Updated guidance on where the completed M1 form should be sent to.

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: April Payroll

Please also refer to the April 2016 Payroll Cycle Diagram (14kb)

DATE(S) DEADLINEEXPLANATION 
Friday 18 March - 6pm March 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 March's payroll run.
Saturday 19 to Tuesday 22 March 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).
Wednesday 23 and Thursday 24 March Planned Downtime Year-End Delivery Following the supplementary deadline in March, there will be two days during which access to the system will be restricted to the Payroll team to allow for tax year end processing.
Friday 1 April Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 6 April. 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).
Tuesday 5 April Casual Payments Deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wednesday 6 April
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 6 April Support Requests for April 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 11 April - 6pm April 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 21 April April 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.