Using the Payroll Costing Report

The new CoreHR report replaces the report produced from OPENdoor and is intended to meet the following business requirements:

• Checking payroll data e.g. correct pay items and amounts, account codes, %age split, and cost allocations are as expected
• Headcount review e.g. number of employees, employee FTEs, departmental totals
• Cost forecasting whereby actual payments are used to produce forecasts and monitor against expected costs.

Note: A sample report is available for view at the top right of this web page.

Initially, the report will be run centrally and distributed to departments/divisions via Oxfile on a monthly basis, using the distribution list compiled in association with departments in May 2013. Any changes to the distribution/access requirements must be emailed to the HRIS Support Centre by the HRIS Guardian.

Files will remain available on Oxfile for a limited period only (30 days). Please download the report and save locally in a secure location. A historic reporting service will be provided centrally but departments are expected to retain the information distributed and use it as the basis for their own historic analysis ahead of requesting additional reports in future (see section
4 below).

Each month it is important to review the report to check that data, as highlighted above, is correct and to update records in CoreHR as needed. This will be the source for payroll costing information from May 2013. OPENdoor should continue to be used as the source for information prior to this month.

Key Changes with the HRIS Payroll Costing report

1. NI summarised by costing string

NI & Pension Employers’ (ERs) values are combined across the various pay elements/pay codes where the coding string is the same. In the OPENdoor report they were detailed by element. In the past, this detailed breakdown has been used to support the information requirements of funding bodies and for internal management purposes by departments. It has been confirmed that funding bodies do not require this level of detail. Queries arising in this respect should be referred to Research Accounts. Where the reports are used by departments for other purposes, NI and pension costs can be calculated using a proportional approach (see below). Queries in this respect should be referred to local finance teams. Note: NI and Pension values are reported on separate lines.

Impacts of this change:

NHS recharges

The change to summary level NI and Pension ERs contributions may have an impact for some departments on the way costs are identified and recharged to the NHS. Departments should look to use other segments in the costing string to facilitate identification of such changes eg. cost centre and source of funds. For further details please contact your local finance officer.

Method for re-calculation of mis-posted pay costs

Where costs have been charged incorrectly to a costing string and need to be identified from the summarised values, please calculate the NI and ER’s amounts using a proportionate approach. You should contact your local finance officer to initiate journals as required. It is also important to ensure that the CoreHR record is updated before the next Payroll run.

2. New FTE definitions

OPENdoor reports included FTE, but these values were subject to inconsistencies where changes occurred mid-month.

The new CoreHR report shows two different types of FTE:

Type of FTE   Description Example
  •  The contract FTE for an employee against an appointment.
  • Also known as Appointment FTE.
  • This is based on data from CoreHR as at the last day of the month.
Full-time = 1
Part time (50%) = 0.5
Derived FTE
  •  The amount of the employee’s contractual FTE that is applied to each element of their cost allocation.
  • (Contractual FTE X costing %age split) divided by 100.
  • If there have been changes to the FTE/hours worked during the month, the calculation is based on actual % split for the month.

Contractual FTE = 0.5
20% split ABC
80% split XYZ

Derived FTE 

ABC = 0.1
XYZ = 0.4

Note: As with the OPENdoor reports, if someone starts and leaves within the same payroll period this will show as FTE = 0 (Contractual and Derived).

3. Change to presentation of statutory payment details

CoreHR provides more detail on SMP, SPP, SAP etc payments than was previously available. As a result the report contains additional lines however the net effect in terms of payments to the employee remains the same.

Note: A sample extract of how this information is presented is available for view at the top right of this web page.

4. Reporting on pay history

Historical pay costing information from May 2013 onwards can be obtained for individual employees by use of the PAYDEP02_Historical Pay Costing Report. Note: this report can only be used for individuals with a post located in a department to which you have security access in Core.

For broader historical information requests please refer in the first instance to the payroll costing reports you have been provided with previously. If this does not meet your requirements please contact the HRIS Support Centre, providing details of what you need.