September HRIS Bulletin

News and reminders

Data Quality

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

Please check your October increments and approve salary changes

Automatic increments are due to be paid for Professional and Management, Academic and Research grades from 1 October. Please read the following to ensure that the correct rate of pay is taken forward.

How the process works:

The day before the increment is due a new salary record is created automatically. This salary change doesn’t need to be authorised, it will take effect the next day unless it is overridden. After the increment has been applied the system will set the next increment due date for one year’s time unless the bar point has been reached. For the 1 October process therefore, the new row in the appointment record will become visible to users on 30 September.

Action required:

  1. Undertake a data checking exercise of all records to ensure that the increment date is populated where required: The ‘Increment Due Date’ report will help you to identify any staff with no increment due date, records where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening, or those without a future increment date. You will need to check if any of these records are incorrect and amend/update them if required. Note that in order for an employee to be eligible for an increment on 1 October 2017 they must have been in their current role since at least 1 Jul 2017.
  2. Ensure the correct salary is approved prior to the increment date: The system will add one increment (as applicable) to the current approved salary on the day the job runs. This means that any salary requests awaiting approval will not be picked up by the program, including any requests awaiting approval by Payroll.  It is essential therefore that you ensure that those individuals due an increment on 1 October have the correct salary approved as at 23:59 on 30 September (i.e. the day before the new salary row is created). You should also ensure that any salary lines with an effective date after 1 October 2017 have been set at the scale point the employee would be on following the automatic increment, as the process will not increase the salary for any future dated salary lines. The ‘Staff in Post’ report (‘full data set’ tab) will show the current salary for staff at the point the report is run and you can also use the ‘Monthly Personnel Changes’ report to check for any future dated salary changes and also to check the approval status for salary requests.

If you have any questions about this, please contact the HRIS Support Centre.

No User Input Days – Updated Guidance

A significant delay during the August 2017 final payroll run highlighted a requirement for us to update our guidance with regard to the ‘No User Input Days’.

Investigation into the delay showed that the cause was a locked database table.  Our software suppliers have advised that the likely reason for this was that a user of the system was updating or simply viewing a maintenance screen in the system, and that the application then either crashed or was not closed down appropriately.

This has highlighted the fact that even when you are just viewing data without attempting to change or save it during the no input days can cause significant issues and delays with the payroll run, depending on which screens are accessed.

Whilst we had previously given advice that no data should be saved during the no input days but that the system could otherwise be accessed for read-only purposes without any restrictions, in light of the issues encountered during the last payroll run we have now updated our advice for users during the no input period, as follows:-

  • Please do not navigate to any screen under the menu path Core|Personnel > Maintenance during the no input period, unless specifically asked to do so by a member of the Payroll team.
  • If you need to check any information for an employee during this period please use the options under the menu path Core|Personnel > Enquiry or you may wish to run reports during this period which is also safe to do.
  • Recruitment, absence and training administration may be undertaken as normal.

The user no input days are always clearly published in each HRIS Bulletin and in the Payroll cycle diagram, which has a useful link at the bottom to ‘Working with Payroll deadlines’ document. If you are in any doubt, check what you are able to do in the system with the HRIS Support Centre or your Payroll Officer.  If we do find that user sessions cause payrun processes to fail during this period, we will take steps to end these sessions without warning, to ensure timely completion on the payrun.

Changes to the Employer Justified Retirement Age (EJRA)

From 1 October 2017, the University’s Employer Justified Retirement Age (EJRA) is changing. Currently, the University retirement date is the 30 September immediately preceding the 68th birthday, and it applies to academic, research and academic-related posts at Grades 6 and above. 

Support staff jobs (Grades 1 - 5) are excluded from the provisions of this policy.

Under the new policy, the University retirement date will be the 30 September immediately preceding the 69th birthday, and it will only apply to posts at Grade 8 and above.

Staff at Grades 1 – 7 are not covered by this policy and will not have a set retirement date.

As a result of these changes, the following updates will be implemented from 2 October:

  • Vacancy Questionnaire Set-up – Retirement Questions: The mandatory retirement questions on ‘University Policy on Retirement’ in the job application form questionnaire section will be updated to reflect the change in retirement age from 67 to 68. They will also be amended to reflect the change in staff coverage i.e. that the new EJRA policy will apply to posts at grade 8 and above. In addition, this set of questions and the related heading has now been made optional and can therefore be removed from the questionnaire in the same way as other optional questions.  This should be done for vacancies where these questions do not apply, i.e. posts at grades 1 – 7.  The questions will continue to default into the questionnaire as before, and users must take care to retain them for all applicable vacancies, i.e. all posts at grade 8 and above;
  • Retirement Report: The retirement planning report, PERDEP07, will be updated to reflect the changes in retirement age and staff coverage. For more information, please see later in this bulletin.

Contract updates

A number of updates have been made to contractual documentation, including:

Contract templates and amendment letters: changes to reflect the revised EJRA arrangements; changes to OSPS salary exchange enrolment date; a new para drawing attention to the recognised TUs; clarification of the methodology for calculating a day’s pay for part-month payment; minor amendments to wording relating to Right to Work.

Offer letter: updates include clarification that the offer letter terms are subject to contract and bring the information/benefits listing up to date.

Casual worker letter of engagement: clarification that casual workers do not fall within the same New Starter health declaration/questionnaire process as employees, although they are encouraged to disclose disabilities or health conditions where reasonable adjustment may be needed.  There is also new wording about submission of timesheets no later than 20 weeks after work was completed and revisions to the list of Codes of Practice and Policies.

Revised versions are dated August 2017; please ensure you are using the most up to date version. 

Data Quality

New Starter – Existing employee record Search

Each University employee must only have the one personnel record held on CoreHR to ensure the full University employee history is held and notified to HMRC. 

When setting up a new starter in your department please be careful when carrying out the New Appointment Search for existing staff records.  It is important to search as thoroughly as possible for employee matches by entering separate criteria against each search attempt.

For example; the first search enter the Surname, if no matches click on Clear to remove this criteria. Then search again entering the NI number and if still no results search again by DOB.   

Even where a search is successful and the individual's record has been returned please also review the Department field within the results section of screen.  If the department field contains a value prefixed with ZZ this would indicate the individual is not a University employee,

For example; a Department showing as ZZSTH would indicate a college record setup purely for the payroll bureau service offered to some colleges. In this instance if the college bureau record is the only value to be returned a new employee record should be created by clicking the Create New Starter Button and assigning a new personnel number. 

Update from the HR Information Team

Handling Academic Titles in Core

As announced in the August HRIS Bulletin the new ‘Academic Title’ UDF has now been released.

  • You can view academic titles in the report PERDEP22_Academic Title.
  • A new QRG: IP12 Academic Title has been prepared and is now available. Some title conferrals will continue to be processed centrally whilst others can be keyed by departments and divisions. The QRG contains a matrix which indicates who is responsible and in which circumstances; please familiarise yourself with this and direct any queries to HRIS Support.

Please note that the title of ‘Titular Professor’ is used to identify Professors for Athena Swan and HESA where the appointment is not a statutory professor; it is therefore important that you review your data regularly and check that no titles are missing.

Athena SWAN staff data

We plan to release an update of Maternity and the 2017 Recognition of Distinction data in Tableau before the end of September. In addition, the September data refresh will provide five years’ worth of Ordinary Paternity Leave uptake data for the first time.

Staff in post, and leavers/turnover data will be refreshed by mid-October after all HESA data validations have been completed.

Keep an eye on the Athena Swan staff data webpages for information about updates to the Tableau dataset. Do press ‘Ctl’ + ‘F5’ to refresh our webpages and get the latest information. Communications will be made to Divisional Athena Swan coordinators as data are made available in Tableau.

If you have specific queries please contact us on

Athena SWAN recruitment data

Recruitment data for Athena Swan applications has been made available to users in Tableau for the first time. The new Tableau workbook is called ‘Athena_RecruitmentData’. The workbook will provide data for recruitments taking place in the 2016-17 year.

If you have access to Athena Swan staff data in Tableau you will also be able to access the recruitment Tableau workbook. See our website for how to gain access to Tableau.

The Tableau recruitment workbook shows vacancy and applicant information where the data in Core Recruitment meets the following criteria:

  • vacancy was advertised externally on the University jobs webpages between 01-AUG-2016 and 31-JUL-2017 (no direct appointments or off-Core recruitments are shown)
  • vacancy status was ‘closed’ in Core Recruitment and recruitment status outcome was set to ‘appointment made’ by 06-SEP-2017
  • all mandatory stages of applicant status history are present (applied, shortlisted, offer made, offer accepted)

Full details are given in on the Tableau workbook ‘Welcome’ page.

We will refresh the 2016-17 recruitment data later this year to capture any remaining recruitment exercises from the 2016-17 period.

Recruitment data can be viewed and checked for data quality at any time using the HRINFO21 Vacancy and applicant data quality report in discoverer.

If you have specific queries please contact us on

HRINFO01 Data Quality Validation – new version for 2017-18

We have released a new version called HRINFO01 Data Quality Validation 2017-18 for the 2017-18 academic year. It will show all employee appointments active at some point between 01-AUG-2017 and 21-JUL-2018.

The previous 2016-17 version is still available because our team may ask you to run it and make updates to that set of appointments until we submit the HESA staff return.

Please run the new version monthly and clear all errors regularly. Send any specific queries about the report to the HRIS Data Quality mailbox.

HRINFO20 Casual Worker Data Quality Validation – new version and changes

We have released a new version called HRINFO20 Casual Worker Data Quality Validation 2017-18 for the 2017-18 academic year. It will show all Casual Worker and Casual Teacher appointments active at some point between 01-AUG-2017 and 21-JUL-2018. The previous report version for 2016-17 has been removed.

Some changes have been made to the report based on feedback received from users.

  • The warning about Target End Dates has been altered to allow additional time for payroll to process payments.
  • There is a new column called ‘Close appointment notice’ that flags when a worker or teacher appointment should be closed. Again, this has some built-in leeway to allow time for payroll to process payments. Casual workers should have no more than 12 week engagements. Casual Teachers can have up to one year engagements. Records excessively exceeding this length will trigger a warning message.

Please run the report monthly and clear all errors regularly. Send queries about how to input data for casual appointments to the HRIS Support Centre.

HRINFO21 Vacancy and applicant data quality report

This report is available as usual and it will show all vacancies from the academic years 2016-17 and new ones added in 2017-18. Please run this regularly and make the indicated changes following the guidance on our data quality webpages.

You can still make data updates and corrections to vacancies/applicants from 2016-17 but note that changes made after 6 September 2017 will not be reflected in the Athena Swan Tableau recruitment data at this time. We will refresh the Tableau recruitment data later this year to incorporate data changes.

It is advisable to make all the corrections and updates that you can to increase the amount of data available in Tableau for Athena Swan applications and to improve University-wide recruitment monitoring data.

Please follow all guidance in the recruitment quick reference guides.

HESA queries – Thank you

In order to complete the HESA staff return for 2016-17 the HR Information Team have been sending out a number of individual queries about Research Assistants status, source of funding, staff classifications, and several other items. The HR Information Team would like to thank everyone who has responded promptly to these requests at this busy time and ask that any outstanding queries are answered as a matter of urgency.

UF-MC18-STFDTA-1: Preparing the for the UniForum staff data collection 17/18.

The University will be undertaking the UniForum project again in 2018. The report HRINFO16_UniForum_Data_Checking has been released to allow departments to check the accuracy of their data in preparation for the staff collection, which will cover non-academic roles which are active between 01/08/2017 and 31/07/2018.

The timing of the release is to allow those departments who wish to check their data in advance of the collection preparations to do so. The UniForum project team will not be asking for any information to be returned to them until January 2018 but departments can contact them with enquiries via

How to use the report:

  • All contracts are included whether academic or non-academic; the report suggests whether or not an individual would be included in the collection based upon the information in CoreHR.
  • Some staff will have more than one contract, even though they have not noticeably changed role. This a common feature of CoreHR and does not usually indicate an error.

Payroll corner

Ending Appointments and amending addresses for leavers

If someone leaves and is moving away from their Oxford address to a permanent new address, this must be changed in Core so that the new home address shows in Personal Profile. The only time that you need to select Label Address (Payslip) is where the employee has asked for their final payslip and P45 to go to a different address on a one-off basis, but their home address is not changing. This is all covered in EA1 Ending Appointment(s) (574kb), which has been slightly amended in Section C, so do re-read it or re-print a copy for your records.

As you know from CH8 Personal Details (250kb), address amendments are now done via the Address Maintenance screen, so that there is a history of addresses and they are not overwritten each time they change. In that screen, please ensure that Home address is still selected in Address Type before saving your change, as it sometimes switches back to Default address, and then does not show on the Person profile screen. If you always check that after you have saved your changes, then you will know if it has worked.

Finally – NEVER use Forwarding address as this cannot be pulled through into CorePay and onto a payslip.

As regards Home addresses for current staff, please be reminded that it is the responsibility of the employee and the department to ensure that home addresses are up to date. They are printed on the P60 every year, and the Payroll department subsequently receives large numbers of complaints about old addresses being used. Please ensure your employees know that they must tell you when they change their address, and if there is any way to get them all to check the address that is held for them before the end of March next year, in time for the next round of P60s.

Projects update

Update on HR Self-Service

The HR Self-Service project is reaching the end of the analysis and planning phase.  A proposal for how and when self-service will be implemented has been captured in a project initiation document (PID) which is currently progressing through the necessary approvals process, culminating in IT Committee at the end of this month.  Proposed timescales for implementation will be available once the PID has been approved. 

Look out for a detailed update in October’s Bulletin.  In the meantime, if you have any questions about HR Self-Service, please contact one of the HRIS user group representatives for your division or email Mandy Zaccheo.

New and updated documents and reports

QRG updates

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

EA1 Ending Appointment(s) (574kb)
  1. Updated guidance on address maintenance.
  2. Removed reference to “Details of course fees to be repaid” from section B
CH8 Personal Details (250kb) Updated guidance on address maintenance.  
RQ1_Creating and approving a staff request (899kb)  List of position types updated

Report updates


The Professorial Title and Date Title Conferred fields have been updated to derive these data items from the new ATITL UDF. (Previously this data was derived from the HTITLE UDF)


The Academic Title field has been updated to derive the data item from the new ATITL UDF. (Previously this was derived from the Whitebook UDF.)

PERDEP07_Retirement Planning

Due to the changes to the EJRA policy, the Retirement Planning Report, PERDEP07, will be updated. A summary of the changes is set out below:

  • Tab 1: ‘Academic & academic related staff aged 65 between dates
    selected’ will be renamed to ‘Staff at grades 8 and above aged 65 between dates
  • Tab 2: ‘Academic and academic-related staff above the EJRA or with
    approved extension to work beyond the EJRA’ will be renamed to ‘Staff at grades 8 and above who are over the EJRA or have an approved extension to work beyond the EJRA’
  • Tab 3: ‘Support staff aged 55 and over’ will be renamed to ‘Staff at grades 1 - 7 aged 55 and over’ 
  • The report will continue to return staff aged 65. Although the retirement age will change to 68, departments are now being asked to contact staff at least 2.5 years (instead of 2 years) in advance of their retirement. Some departments have indicated that they would prefer to contact staff 3 years in advance, and the report will therefore allow for this flexibility.  
  • Please note that instructions are provided within the report for staff at certain grades and in certain circumstances. Please take note of these instructions, and contact your HR Business Partner should you have any questions or concerns.
  • Updated retirement letter templates (ML1, ML2, ML3, ML4) will also be available.

The updated report will be released to all users with Personnel reporting access on Monday 2 October.  It will replace the existing version of this report in your list of available reports in Discoverer. We will update the report description to include details of the new tabs in due course. If you have any questions or concerns, please contact Meghan Lawson in the HR Policy Team at

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 

This month's deadlines

Deadlines for Personnel users: October payroll

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

Thu 21 September - 5pm September 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 September's payroll run.
Fri 22 to Mon 25 September 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).
Tue 3 October Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Friday 6 October. 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).
Thu 5 October Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Fri 6 October 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.
Fri 6 October Support requests for October 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.
Tue 10 October - 5pm October 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.
Mon 23 October 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 this month's payroll run.