October HRIS Bulletin

News and reminders

Update from the HR Information Team

Payroll corner

Projects update

New and updated documents and reports

HRIS user support

This month's deadlines

News and reminders

CoreHR Downtime and Extended No User Input – 23-28 November

Please note that we are planning an extended no user input and downtime period for CoreHR for late November.

The No User Input Days for November will be Thursday 23 – Sunday 26 November inclusive, followed immediately by a full system downtime from the morning of Monday 27 until lunchtime on Tuesday 28 November. This means access to CoreHR will be restricted and then not available for the full period from the morning of Thursday 23 until lunchtime on Tuesday 28 November.

This combined no user input and downtime period will be used for the November payroll run, the quarterly Oracle Security patches, and also the exceptional application of a minor release upgrade to the CoreHR software which will deliver essential updates for Payroll, Pensions, HESA and Security, as well as a number of fixes to known issues. 

Please note these dates for your diary and ensure you avoid vacancy closure dates coinciding with these dates. Please also note that the monthly Payroll Costing reports for November may be distributed slightly later than usual as a result of the above work.

We will send final confirmations and further detail nearer the time.

Update from the HR Information Team

Data Quality

In the process of validating the 31 July 2017 staff in post data for Athena SWAN, staffing figures and reporting, the HR Information Team sent out many queries in early October in relation to Target end dates for fixed term contracts and Employee Sub Status (working pattern).

Please regularly run your HRINFO01_Data Quality Validation 2017-18 report and make corrections throughout the academic year. This will reduce the number of queries sent out by our team following the end of the academic year; these errors delay the provision of Athena SWAN data.

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

Target End Dates for fixed term contracts

Please ensure that all fixed-term contracts have valid target end dates and that no permanent or open-ended contracts have target end dates.

Run the report: PERDEP02_FTC End Dates on a monthly basis to ensure that Target End Dates are not missing/lapsed and to identify contracts that are due to end.

Please note that planned return from any form of leave should be recorded off system. Target end date should only be used to record the end of a fixed-term contract.

Employee Sub Status must match FTE

The HR Information team 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 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 CH5 Changes to Pay (no appt impact) (132kb) . This check is included in HRINFO01.

Athena SWAN staff and recruitment data

The data for Staff in Post on 31 July 2017 and Leavers and Turnover for 2016-17 are now available to all users in Tableau. Therefore, all Athena staff data dashboards have now been updated this year.

Athena recruitment data for 2016-17 will be refreshed again in late 2017. This is the final chance to run the HRINFO21 Vacancy and applicant data quality report to identify and address the data issues relating to vacancies advertised externally between 1 August 2016 to 31 July 2017.

Check our Athena Swan staff data webpages for the latest information regarding the provision of data for 2017 and how to access Tableau. Email any queries to athena.staffdata@admin.ox.ac.uk.

Staff classification guidance – use the latest version

Please make sure you are referring to the latest version of the Staff Classification Guide (May 2017) that has orange highlighting. You will need to press Ctrl + F5 to ensure the web page is refreshed. Please destroy any hard copies of outdated versions.

Payroll corner

Are you underpaying your employees?

Tax forms for new starters are mandatory and it is essential that departments send a tax form to Payroll for every new starter. Please build this into your new starter procedures/checklists if it is not already there.

You must first ask every starter for a P45. When they give it to you, send parts two and three immediately to your Payroll Officer in the internal post, as the original forms are meant to be held by the Payroll office.

If your employee does not have a P45 on day one (e.g. employee is new to the UK, or previous employer has not yet sent it) then they MUST complete a Starter Checklist, to be sent to your Payroll Officer by post or by email. If they subsequently receive their P45, this must still be sent to Payroll regardless of whether a Starter Checklist has already been provided (the preference is for Payroll to receive both forms rather than neither).

Many staff are paying too much tax because these essential forms have been overlooked. Please help your employees by ensuring they complete and send either tax form as soon as they start work.

Two helpful notes on Starter Checklist completion:

  1. Employee statements A, B and C only relate to previous employment in the UK in this tax year (April to March). Employees working abroad immediately prior to the job here should tick A.
  2. The student loan declaration is for UK Student loans only.

Please ensure that every member of your team, who deals with new employees, has read this. If you have any queries, please ask your Payroll Officer.

Projects update

Update on HR Self-Service

Following a detailed analysis and planning phase, the HR Self-Service project was given approval to proceed to the delivery phase in early October. 

The proposed timescale for implementation is as follows:

  • Employee Self-Service will be provided to all staff (excluding casuals) in April 2018
  • Manager Self-Service will be rolled out to managers in three waves from May-July 2018

Could you be an HR Self-Service “buddy”?

The project team are looking for up to six people to act as “buddies” to support departments in the implementation of self-service, with a focus on the activities to facilitate Manager Self-Service (MSS). The overall commitment is expected to be approximately twelve working days spread over a two-three month period in the first half of 2018. This could be a chance for an experienced, influential HR professional to support the MSS rollout across their division, or an excellent development opportunity for someone looking to expand their skills and experience with support from the project team. If you think you can help, or know of someone who might be interested, please contact Mandy Zaccheo at mandy.zaccheo@admin.ox.ac.uk or tel. 16322, to find out more.

Next steps

The project team will be in touch with departments over the coming weeks to establish lead contacts for self-service and to give an overview of the plans for implementation. The team will also continue to work with the HRIS User Group on the detailed system configuration and plans for communication.

Visit the project webpage for the further information about the scope, governance and plans for user engagement, and look out for updates in future HRIS Bulletins.

New and updated documents and reports

Contract Template and Letter Updates

Change of Funding Template  This template has been removed as it is no longer in use. 

HRIS user support

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 2017 Payroll Cycle Diagram (14kb)

Mon 23 October - 5pm 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.
Tue 24 and Wed 25 October No user input Two clear working days are required during which users cannot enter data into the personnel module and navigation to menu options under “Core|Personnel > Maintenance” should be avoided, to enable the payroll to be run (all other modules are unaffected).
Fri 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 Wednesday 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).
Mon 6 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.
Wed 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.
Wed 8 November Support requests for January 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.
Fri 10 November - 5pm 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.
Wed 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.