October HRIS Bulletin

News and reminders

Data Quality

Projects Update

New and updated documents

HRIS User Support

This Month's Deadlines

News and reminders

Pay award and extended October “no user input” period

As detailed in our e-mail to all users on 10 October, implementation of the pay award for non-clinical staff has been approved. The new rates will be implemented in the November 2016 payroll and backdated to 1 August 2016.

The national uplift provides an increase of 1.1% on all pay points save for the first three pay spine points of the University’s main salary and grading structure where larger increases of up to 2% apply.

A Personnel Services circular will be distributed shortly setting out details of the revised salary and grading structure. In the meantime, Recruitment users should ensure that all vacancies are advertised at current pay rates with an indication that a pay award is pending. Once the revised structure has been published, vacancies can be advertised at the new rates.

To enable us to apply the new rates to the system, as highlighted in September’s bulletin, we have extended October’s “no user input” period by one day. The full no-input period will run from Saturday 22nd through to and including Wednesday 26th October. We have updated the October Payroll Cycle Diagram to reflect this. Thank you in advance for your co-operation in refraining from making any changes in the Personnel module during this period.

Athena SWAN staff data

Check out the HR Information team’s Athena Swan staff data webpages for the latest information regarding the provision of data for 2016. Email any queries to athena.staffdata@admin.ox.ac.uk.

Addresses for new starters

When checking or entering the address for a new starter, please make sure you adhere to the following requirements:

  1. Complete a minimum of two address lines, excluding the post code;
  2. If not a UK address, include the country within one of the five address lines, as well as selecting it from the drop down field; and
  3. That the postcode fields are completed for UK postcodes only and that they are split across the two fields.

This guidance is included in all appointing QRGs so if you follow the relevant guide you can’t go wrong!

Data Quality

Missing Target End Dates

The HR Information Team monitors data quality throughout the year by analysing extracts from the HRINFO01 Data Quality Validation 2016-17 report. Last month the monitoring showed that there are a significant number of missing or lapsed Target End Dates in the system. Please run your HRINFO01_Data Quality Validation 2016-17 report and make sure these are corrected.

The HR Information Team website provides guidance on entering the red data items highlighted in the report.

Employee Sub Status must match FTE

Whilst preparing the data extract for Athena SWAN we have noticed that there are cases where Employee Sub Status (working pattern) does not match the FTE of the appointment (e.g. marked as Full Time when FTE is < 1). Please ensure that when a contracted working pattern (FTE) is changed, the Employee Sub Status is also updated at the same time. Temporary pay changes should be processed via the multiplier without impacting contractual FTE as per QRG CH5 Changes to Pay. This check has been added to HRINFO01.

Staff classification guidance – use the latest version

Please make sure that you are referring to the latest version of the Staff Classification Guide (May 2016). We are aware that some outdated versions are still in use – please destroy these.

Projects Update

Improving the casual payments process

The briefing sessions for departments adopting the new casual payment process in November (phase one) have now been held. If you are (or will be) involved in administering casual worker payments and your department is included in the first phase but you did not attend a briefing session, please refer to the documentation on the project webpage of the Using HRIS website. We have also e-mailed the key casual payroll contacts in each phase one department with additional information in readiness for switching over.

If you have any queries regarding the new process, which are not addressed by the material on our project webpage, please e-mail HRIS@admin.ox.ac.uk.

We would like to take this opportunity to thank all departments in phase one for your support in implementing this new process. We will be in touch with “phase two” departments over the next couple of months.

New and updated documents

QRG PA9 Amending start date - removed

We have removed this guide because Payroll have been experiencing problems when the date is changed on a substantive appointment. If you need to change the start date on an employee record, please contact the HRIS Support Centre and they will change it for you.

QRG PA11 – Managing casual worker records

In support of the new casual payment process, which approximately 60% of departments will adopt in November, we have created a new quick reference guide – PA11 Managing Casual Worker Records. This guide is available under the “New Starter” and “During Employment” sections of our user guides, as well as on the casual payment process project webpage.

“Phase two” departments, who have not yet adopted the new process, should continue with their current practice and refer to PA6 Managing Casual Workers for guidance.

Casual letter of engagement and casual contract for services available to generate from CorePersonnel

As part of the work to improve the casual payments process, the casual letter of engagement and casual teaching contract for services are now available to generate from CorePersonnel. These documents will currently only be beneficial to departments that have adopted the new casual payment process, as they will be creating casual appointments in Core as soon as the casual worker is recruited.

HRIS User Support

New telephone system

The HRIS Support Centre is scheduled to switch over to the new Chorus telephone system on Monday 24 October at 10.00am. We have tested the system and have been advised that the transition should be seamless, with no disruption to service during the changeover. Our opening times and contact details remain the same. The only difference you may notice is the new semi-automated voicemail messages. If you experience any issues you think might be related to the new system, do please let us know.

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: November Payroll

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

Friday 21 October - 6pm October 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 October's payroll run.
Saturday 22 to Wednesday 26 October 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). We have extended October’s “no user input” period by one day. The full no-input period will run from Saturday 22nd through to and including Wednesday 26th October to enable us to apply the new pay rates to the system.
Thursday 3 November 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 November. 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).
Friday 4 November 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 8 November 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 8 November Support Requests for November 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 10 November - 6pm November 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.
Tuesday 22 November 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 this month's payroll run.