March HRIS Bulletin

News and reminders

Projects update

Payroll corner

Update from the HR Information Team

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

Planned downtime for tax year-end and No User Input Days: 24-29 March

Further to our preliminary communication in the February HRIS Bulletin, we are now able to confirm final details for the system downtime required to deliver and implement the annual Year End software updates for CoreHR.  Each year, this slightly extended downtime is required near the end of March to ensure the University continues to fulfil its statutory payroll processing and reporting obligations for the new Tax Year. 

This year’s timings in combination with the monthly No User Input Days are as follows and we ask you to note that the downtime immediately follows on from the No User Input days:-

Friday 24 March 8:00 hrs – Monday 27 March 13:00 hrs: No User Input Days

As always, please do not enter or update any Personnel data on these days unless you have been instructed to do so by a member of the Payroll team.  Other areas of the system, such as the recruitment module, can still be utilised as normal. Your assistance with this will ensure that there are no delays in running the payroll processes.

Monday 27 March 13:00 hrs – Wednesday 29 March 19:00 hrs: Full System Downtime

This downtime affects all modules of CoreHR. You are asked to log out of CoreHR by 13:00 hrs on Monday 27 March and not to log in again until 19:00 hrs on Wednesday 29 March. As always, we will strive to complete the downtime as efficiently as possible, and will write to advise if there are any changes to this end time.

Implications for users

Recruitment:  A message will be placed on the jobs and vacancies web pages to inform applicants of the downtime and to advise them that they will not be able to apply for vacancies during this time. Please ensure that Applicant Packs for vacancies closing on Monday 27 March are processed promptly in order to complete by the start of the system downtime at 13:00 hrs.  Our team will stand by to assist with any queries to help avoid delays – if you experience any issues, please contact us promptly.

Payroll costing report:  It is likely that the payroll costing reports will be distributed slightly later than usual. However, we expect to be able to meet our commitment to providing these within three days of completion of the payroll run.

If you have any questions regarding this downtime, please do not hesitate to contact us.  

Casual letter of engagement

The casual letter of engagement and casual contract for teaching services templates have been updated in Core Personnel to include the pages relating to Pension enrolment. This section was unfortunately missing from the previous version.

Action for HRIS Guardians

Please remember to run Discoverer report SECSUP53 – User Access Report to review your department’s user access to the HRIS system.

If you have not already reviewed your report and responded to us, please do so as soon as possible. If you don’t think you will be able to provide a response by the end of the month, please let us know by emailing Please also use this email address to get in touch if you have any questions.

Projects update

Improving the casual payment process – update

Casual payroll webpages updated

By April, all departments will be following the new process for administering casual workers. As the project is nearing a close, all relevant guidance and documentation, including the casual payment spreadsheet, has now moved to the Payroll website. The project pages on the HRIS website will continue to be available as a reference point for the next two months but please ensure that you refer to the updated Casual Payroll webpages for the latest guidance.

Claims to be submitted within 52 weeks

As detailed in last month’s Bulletin, the casual payment spreadsheet has been updated to allow relevant data to be captured to enable compliance with the new gender pay gap reporting regulations. The new version of the spreadsheet allows claims to be submitted up to 52 weeks after the week in which the work was undertaken (this applies to all workers, including those on a visa). 

The University is working towards a position where back pay for casual work undertaken beyond 52 weeks will not be processed. We will keep you informed about the progress of this work over the next few months. In the meantime, please ensure that all claims for casual work are submitted as soon as possible after the work is done, and at the very latest within the 52 week period allowed on the spreadsheet. If you currently have any outstanding claims for work dating back further than a year, please contact for advice on how to address this.

Payroll corner

Personal Service Companies update

The January 2017 HRIS bulletin included an item about the changes to off-payroll workers and the related tax legislation. Since then the Personal Service Company (PSC) working group has collated information from departments across the University and has issued further guidance, now available on the Finance Division website. In addition to this guidance, a new QRG - PA2r Managing Personal Service Company appointments (785kb) is being created.

These changes will result in increased responsibilities for departments who engage PSC contractors. The new legislation aims to ensure that individuals who work through their own company pay employment taxes in a similar way to employees, where they would be employed by the public sector organisation were it not for the Personal Service Company or other intermediary that they work through.

The generally accepted definition of a PSC is a limited company that typically has a sole director, the contractor, who owns most or all of the shares. The contractor’s PSC generally supplies professional services to end user clients, either directly or via an agency. The professional services are delivered by the contractor who is also the owner and director of the business.

Salary approvals

Please do not save all your approvals until deadline day, as it gives the Payroll Officers very little turnaround time to do all they need to before the final payrun. They run reports and work on them as soon as payroll opens and throughout the month, so early approvals will even out their workload significantly.

Similarly, you should be doing as many of your leavers as possible before the same deadline. The supplementary deadline is only there for last minute leavers you were unaware of earlier in the month.

Update from the HR Information Team

Run HRINFO01 Data Quality Validation 2016-17 as usual

Please keep running and clearing data issues from the HRINFO01 Data Quality Validation 2016-17 report regularly (we suggest every month). The HR Information Team website provides guidance and you can contact us on if you have any new queries to raise.

Run HRINFO20_Casual Worker Data Quality Validation

We have released a data validation report HRINFO20_Casual Worker Data Quality Validation to check the data entered for casual workers since November 2016 (i.e. to cover appointments entered since phase 1 of the new casual process). This report should be run monthly, in addition to HRINFO01, and any errors cleared in a timely manner. We will start to follow up on data anomalies in casual records soon.

Immediately previous employment details – a few reminders

For HESA ‘Immediately previous employment’ refers to ‘what was the person was doing before starting employment with the University?’ So, student, unemployed, career break, volunteer etc. should all be included as appropriate. Guidance is available on our website.

Previous employment or casual work at University of Oxford

  • Employment with the University of Oxford cannot be recorded as previous employment, enter the employer before University of Oxford
  • Casual work with the University of Oxford cannot be recorded as previous employment, the most appropriate code may be 21 ‘Not in regular employment’

Recording a period of study

  • Record undergraduate or postgraduate study as either 07 ‘Student in UK’ or 08 ‘Student in an overseas country’, details of the HEI attended must not be entered

Company Category records which UK HEI or Oxford College was the previous employer

  • When Industry category code is 01 ‘Another HEI in UK’ or 35 ‘Oxford College’, go on to complete Company Category
  • Never use ‘XXXX’ in the Company Category field, leave the field blank if not applicable

Charity, private or public company?

Working with laboratory animals

  • If previous employment indicates work with animals in a laboratory setting you will need to edit the details provided to exclude references to animals, and ensure you only record the HESA codes (Industry and Company category as applicable).

Volunteering and internships

  • Unpaid volunteering and unpaid internships should be coded as 21 ‘Not in regular employment’

Temporary Staffing Service

  • HESA have changed their advice on recoding this and please would you record what the person was doing before starting work with the Temporary Staffing Service.

The HRI Team will be working on more detailed guidance to help you with your coding and we will add details to our web pages as soon as we can. We will let you know when further guidance is available.

New and updated documents and reports

New report for outside appointments

A new report PERDEP48 Outside Appointments has been produced to enable you to view all outside appointments details entered in the outside appointment UDF for academic and related staff. The report can be run by academic year and should be used to monitor outside appointments for an individual, to ensure compliance with policy:

The report will be available from 1 April 2017.

QRG updates

Significant changes have been made to the guides below, i.e. where there are new/changes to processes and procedures or to provide clarity:

PA2r Managing Personal Service Company appointments (785kb) *NEW* Created to provide guidance on setting up PSCs in CoreHR.
PA11 Managing Casual Worker Records (1,452kb)   Updated section H Completing and submitting the Casual Payment spreadsheet to reflect the new regulations for gender pay gap reporting. 
PA12 Completing the payment submission spreadsheet for casuals (490kb)   Updated section H Completing and submitting the Casual Payment spreadsheet to reflect the new regulations for gender pay gap reporting.   
PANS0 Pre Arrival and New Starter Guide (2,607kb)  
  1. Updated to include generating letters of engagement for casual workers.
  2. Updated to include the new starter health questionnaire. 
CH4 Change: New and Changes to Allowances (372kb)  
  1. Cost allocation guidance updated for clarity.
  2. Added guidance on split costings. 
IP5 Capturing Outside Appointments (313kb)   Updated to include reference to the new report PERDEP48_Outside appointments.
REC01a (Recruitment only) Obsolete. Replaced by REC06 Creating a manual vacancy.
REC01 Creating a Vacancy (Recruitment and Personnel) (960kb)  
  1. Updated to include the Academic Application description.
  2. Updated guidance on the character limit in the job description field.
  3. Updated guidance on sharing documents securely.
REC03 Managing Online Applications (1,408kb)   Updated guidance on sharing documents securely.
REC06 Creating a manual vacancy (784kb)  *NEW*
  1. Previously titled REC01a (recruitment only).
  2. Addition of the Academic Application description.
  3. Updated guidance on the character limit in the job description field. 
Staff Request and Contract Decision Matrix (39kb)   Updated to include the new position types created to support the new grading arrangements.
People Profiles Matrix (118kb)   Updated to reflect the changes to the process for creating casual worker records. 

 Minor changes have been made to the guides shown below e.g. corrections:

CH16 Changes Requiring a Staff request (195kb)   Hyperlinks updated.
CH3 Changing Hours (554kb)   Following a routine review, minor changes have been made to the Amend Allowances section for clarity.
Allowance Guide (118kb)   Updated to include existing allowances that were missing from the last version.
REC04 Managing Vacancies and Appointments (831kb)   Full review carried out. Scenarios and layout updated for clarity.

HRIS user support

HRIS Support Centre

Contact details for the team are: or tel: 01865 (2)87900.

Opening hours: Monday - Friday, 8.30 - 17.00 

Easter closure arrangements – advance notice

The HRIS Support Centre will be closed from 5pm on Thursday 13 April 2017 until 8.30am on Tuesday 18 April 2017. CoreHR will be available to users and applicants during this time.

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 aware 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 12 April 2017 until Tuesday 18 April 2017. No staff requests or adverts will be processed between 1pm on Wednesday 12 April and Monday 17 April inclusive.

This month's deadlines

Deadlines for Personnel users: April payroll

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

Thursday 23 March - 5pm 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.
Friday 24 March to 1pm Monday 27 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).
1pm Monday 27 March to 7pm Wednesday 29 March Full system downtime year-end delivery This downtime affects all modules of CoreHR. Following the supplementary deadline in March, there will be two and a half days full system downtime required for delivery and implementation of the year-end software to CoreHR.
Thursday 30 March Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Tuesday 4 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).
Wednesday 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.
Tuesday 4 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.
Tuesday 4 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.
Thursday 6 April - 5pm 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 20 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.