November HRIS User Bulletin

Key Dates and Deadlines

R12 - News, Updates & Reminders for Personnel Users

Non-R12 - News, Updates and Reminders for Personnel Users

News, Updates and Reminders for Recruitment Users

HRIS User Support Arrangements

Key Dates and Deadlines

Deadlines for Personnel Users: December Payroll

DATE(S) DEADLINEEXPLANATION 
Friday 22 November – 12 noon November 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 November's payroll run.
Monday 25 November 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 December's pay can be entered from the following day.
Thursday 28 November Staff Request Deadline For Staff requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 3 December. 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).
Monday 2 December 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 3 December 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 3 December Support Requests for December 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 5 December - COB December 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.
Monday 16 December – 12 noon December 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.

 

R12 - News, Updates & Reminders for Personnel Users

R12 overview

The Oracle Financials R12 project has introduced a new structure to finance codes used at the University.  Between 8 and 11 November, a major data conversion and checking exercise was undertaken in CoreHR to enable the system to be compatible with Oracle Financials R12.  The activity completed successfully with many thousands of costing details converted and the new R12 coding structures in place.  A small number of codes required manual conversion and this work is underway with the HRIS Data Services team contacting departments for information when necessary. 

The data conversion in CoreHR introduces some changes for users of the system and guidance explaining how to work with these changes has been developed for your use.  Please take some time to review this information ahead of December payroll processing to ensure a smooth transition to use of the new coding structures.  HRIS reports have also been updated to reflect the new coding structure. 

 HRIS - R12 Guidance

  1. A guidance document on Recording R12 Cost Allocations in CoreHR is available on our R12 Preparation webpages.  This document illustrates how R12 General Ledger and Project codes should be recorded in CoreHR now the R12 conversion is complete.  
  2. v11 to R12 Mapping in CoreHR (1,051kb)
  3. R12 versions of the QRGs (see below)

Later this month, information about the R12 version of the HRIS payroll costing report will be sent under separate cover to the recipients of that report.

Checking R12 coding when raising staff requests and appointing

Following the work on converting v11 cost coding to R12 coding within CoreHR, please be aware that there may be a very small percentage of existing posts and planned appointments within Core which still have old v11 coding attached to them. This will affect users in defined circumstances as set out below:

Staff requests

If a new staff request is raised based on a post that has been set up with the old v11 coding the v11 coding will be populated on the new staff request.  It is important, therefore, that when creating a staff request based on an existing post you carefully check that the request is based on the new R12 coding. Failure to do this will result in the Reward Team being unable to process your staff request and you may need to create another request with the correct information.

When you raise a staff request based on an existing post you will be able to identify a v11 code which needs updating because it will have the prefix “Z-do not use-Old R11 Code:”, as shown in the example below:

 R12 Coding Screenshot  

If you encounter this, simply select the correct R12 department default GL coding from the List of Values.

Appointing

It is also important to check the costing information carefully when processing appointments to ensure that R12 coding is used. When appointing to a Planned Appointment, in the “Post Details” step of the Appointment Wizard you must check that the “Cost Centre” field is populated with a valid R12 code.

If the Planned Appointment you are using contains an invalid v11 cost centre you will be prompted by the system when you reach the Post Details step of the Appointment Wizard. The invalid v11 cost centre description will also show here prefixed with “Z-do not use-Old R11 Code:”.  To correct this you will need to change the coding to a valid R12 GL cost centre code by selecting from the List of Values and remove all details from the “Project” field in order to progress with the Appointment Wizard.

Please note that this will only affect a very small number of planned appointments.

Quick Reference Guides

The following guides have been updated to reflect the new R12 coding format and means of recording cost allocations in CoreHR (those indicated with an * have also had other minor updates – see front page “post-it” for details):

CH1 Recording funding (404kb)  

CH4 Change: New and Changes to Allowances (372kb)

CH7 Changes Due to Long Term Sick Leave (492kb)  

CH9 Contract Extension (624kb)  

CH11 Managing changes regrading (1,509kb)  

PANS0 Pre Arrival and New Starter Guide (2,579kb)*

 

PA2b Additional Appointments (678kb)  

PA2c Appointing Variable Hours Employees (686kb)  

PA2d Appointing a Rehire (720kb)  

PA2e Transfers Between Departments (694kb)  

PA2f Transferring Within the Same Department (681kb)*

PA2g Direct Appoint (639kb)  

PA2h Setting up a Non-Employee (inc Agency) (408kb)*

PA2k Marie Curie Students (742kb)

PA2m Setting up a Non-Employee (Titular AP) (353kb)  

PA2n Appoint Nuffield Medical Fellow (493kb)

PA2q Setting up a Non-Employee (e.g.Vistor) (533kb)

 

 

  

Reports

The following departmental reports have been updated to reflect the new R12 coding format:

PAYDEP01 Payroll Costing Report (emailed to nominated contacts on a monthly basis)

PAYDEP02 Historical Payroll Costings Report

PERDEP01 Staff in Post

PERDEP10 Cost Allocation (Funding End)

PERDEP20_ Monthly Personnel Changes_Casuals only

Non-R12 - News, Updates and Reminders for Personnel Users

Rehires in CoreHR

When appointing an employee who has worked for the University previously, their old CoreHR record will be ‘dormant’ until they have been processed through CorePay (i.e. until they have been paid in the new appointment).  In order to see their previous record in your search results you will need to select either the ‘Dormant’ or ‘All’ radio button from the search employee screen:

November bulletin rehire 2  

When approving the salary you should be aware that the Maintain Approvals screen defaults to showing ‘Active’ employees.  In order to see the record of the employee you are rehiring you will need to select ‘Show All Employees’ from the ‘Tools’ menu. This will allow you to see both active and dormant records.  If you receive the ‘Approve Salary Amendments?’ message when logging into Core as a salary approver and there are no employees listed, change the view to all ‘Show All Employees’:

November bulletin rehire 1  

Request from Payroll - please exclude diacritic characters from names and addresses

Please note that in addition to causing issues with the generation of correspondence, the use of diacritic characters in names and addresses in Core creates problems for Payroll as the BACS system does not accept them for salary payments and HMRC does not accept them for the monthly Real Time Information (RTI) returns.  Please therefore avoid the use of diacritics within Core (correspondence should be manually corrected in Word).

Notifying the Pensions Office of employees retiring

When departmental administrators are advised that a member of staff is retiring, the Advance notification of employee retiring [PDF] form should be completed as soon as the employee gives notice of their intentions. Ideally, the Pensions Office are given three months’ notice in advance to ensure benefits are paid in a timely fashion.  This also allows the individual to seek financial advice before choosing their benefit option. Please send scanned and completed copies of the form to the relevant pension scheme administration team, via either USS@admin.ox.ac.uk or OSPS@admin.ox.ac.uk, or alternatively send it in the internal post.  Copies of all the relevant Pensions forms are available to download from the Pensions website.

 

Processing a leaver for the last day of the month

We have noticed that where an employee is leaving on the last day of the month some departments are not processing them as a leaver until the following month.  If an employee is not processed as a leaver in the month in which they are leaving there is no opportunity for Payroll to recover any monies owed, for example for bus and rail ticket loans (which departments may not always be aware of).  Please note that employees who leave at any point during the current payroll month (i.e. up to the end of the month) can be processed in Core at any point up to the supplementary payroll deadline (see Working with the Payroll Deadlines (128kb)).

Character limit on leaving reason

When ending an appointment, the leaving reason should not contain more than 70 characters.  The field currently allows you to enter up to 80 characters but if the 70 limit is exceeded it has an impact on the process which converts appointment status from Future Commenced to Commenced.  Please therefore ensure that all leaving reasons are restricted to no more than 70 characters. QRGs EA1 and EA2 will be updated to reflect this guidance in due course.

Secondary to secondary appointment transfers

When transferring an employee from a current secondary appointment to a new secondary appointment, Core does not automatically insert the end date into the ending secondary appointment, even if you have selected the ‘Replace an Existing appointment’ button.  Users are required to enter this information themselves. The QRGs PA2e and PA2g will be updated to reflect this guidance in due course.

Reward and Recognition Scheme

Over the past few weeks Personnel Services have been conducting briefing sessions for administrators on the new Reward and Recognition scheme. Departments should now be launching the scheme locally and ensuring that all staff are aware of the details of how the scheme will operate in their department. The HRIS Support Centre is currently working on creating a new area in CoreHR for recording nominations made under the scheme, and producing a payroll notification form and Quick Reference Guide. This information will be available on the Reward Team and Using HRIS webpages week commencing 16 December.

News, Updates and Reminders for Recruitment Users

Vacancies closing over the Christmas period

The HRIS Support Centre will be closed over the Christmas period (see item below).  Departments are advised not to set any closing dates for the period Tuesday 24 December until Thursday 2 January 2014 inclusive.

HRIS User Support Arrangements

First meeting of the HR Systems Steering Committee

The first meeting of the HR Systems Steering Committee took place on 12 November.  The committee discussed the legacy of the HRIS Programme, considered the plans for HRIS service recovery and set the scene for future developments. The minutes of the meeting will be available on the Governance pages of the HRIS website later this month.

“Using HRIS” web pages – please update your bookmarks

As detailed in our recent e-mail to all users, the new Using HRIS webpages are now live.  The majority of the new site is “open-access” so you will no longer need to use your single-sign-on to access area such as the system availability and login page and the QRGs.  The pages are located in the same area of the Personnel Services website as the previous site.  If you have bookmarked pages within our old site (e.g. the Core log-in page) you will now be redirected to the landing page of the Using HRIS site.  You will then need to navigate to the relevant page within the new site and replace your bookmarks.  Links and bookmarks directly to PDF documents are unaffected.  We would welcome any feedback and suggestions you may have on the format and content of the site – please e-mail these to HRIS Communications.

Do we have the correct details for your department?

Please open the Departmental Contacts (168kb) list to review the contact details we have for your department.  This list is used by all departments so that they know who to contact for employee changes in Core, for example if there is an employee transferring from one department to another.  Please email the HRIS Support Centre to update of any changes which need to be made now and in the future.

Christmas closure arrangements

The HRIS Support Centre will be closed over the Christmas period.  Further details, including confirmation of the closure times and support available for applicants during this period will be provided by e-mail to all users at the beginning of December.

HRIS Support Centre

On our website we have expanded the information about the work of the team, who we are, what we do, service information etc. Take a look!

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