December HRIS User Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

News, Updates & Reminders for Recruitment Users

HRIS User Support Arrangements

Key Dates and Deadlines

Deadlines for Personnel Users: January Payroll

Please also refer to January 2014 Payroll Cycle (20kb)

DATE(S) DEADLINEEXPLANATION 
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 December's payroll run.
Tuesday 17 December 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).
Friday 3 January Casual Payments Deadline Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Monday 6 January - 12 noon Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Monday 6 January. 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).
Wednesday 8 January 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.
Wednesday 8 January 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.
Friday 10 January - 6pm January 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.
Friday 24 January – 12 noon January 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.

 

News, Updates & Reminders for Personnel Users

Quick Reference Guides

New Quick Reference Guides

– provides guidance on how to notify Payroll of awards made under the scheme, and the process for recording nominations in Core (see item below).

August 2013 non-clinical staff pay uplift

As set out in the Personnel Circular (13)12, the August 2013 revision of university salary scales for all non-clinical staff is to be paid in January.  The new rates will be set up in CoreHR on Thursday 19 December visible and ready for use in CoreHR thereafter.

Payroll costing report

It became clear in November that the change in structure of projects coding in the R12 financials system had impacted the distribution of payroll costing data.  This occurred where departments are responsible for a task code which is attached to a project which sits within a different department code.

Following discussion with some departments, divisional offices and the Finance Division, the Payroll Costing report has been updated to ensure that employee salary costs coded to Project funding are distributed according to the “top task” code, rather than the project code (as was formerly applicable with v11 Oracle Financials).

Recipients of the payroll costing report have been advised separately that this change was being made.

Incorrect allowance coding

We currently have a known issue whereby percentage allowances are being coded to the department’s default cost centre on the appointment, even where a valid code has been entered on the allowance. Core are currently investigating this issue and we will notify you as soon as it has been fixed. In the meantime departments will need to journal the costings to the correct coding through Oracle Financials.  Incorrect costings can be identified on your Payroll Costing report.

Reward and Recognition Scheme Form and QRG

A new Quick Reference Guide and payroll notification form are now available to support departments in the administration of the Reward and Recognition Scheme. These documents are available on the Using HRIS and Reward Team pages of the Personnel Services website.  The QRG details the mechanisms for notifying Payroll of awards made under the scheme, and provides step by step guidance on recording nominations in the new User Defined Field (UDF) in Core.

Please note that all nomination information must be recorded in Core to enable comprehensive local and central reporting and analysis, and to enable Personnel Committee to be kept informed of the pattern of payments under the scheme.  Three reports will shortly be published to assist departments in reviewing the outcomes of the scheme – we will notify you when these are available.

If you have any queries regarding the operation of the scheme within your department, please contact either the Reward Team or your HR Business Partner.  Questions relating to payroll notification or the completion of the UDF in Core should be directed to the HRIS Support Centre.

Reminder to commence future dated transfers

If you have an employee transferring into your department with a status of ‘Appointed’ and a start date due before you return to the office in January 2014, please ensure you commence them before you leave for the Christmas break.  This is to ensure that you undertake the whole process of both appointing and commencing before their start date in accordance with the standard guidance for transfers.

Processing a leaver for the last day of the month – additional clarification

In last month’s bulletin we advised that all leavers should be processed on Core in the month in which they leave , including when they are leaving on the last day of the month.

While this advice remains, we recognise that departments are not always certain whether an employee is leaving the University (for example where they are awaiting confirmation of a grant renewal).  In such circumstances, terminating the employee could be problematic if their employment is likely to continue, as it will lead to the generation of a P45 and the need to treat them as a rehire. If you are unable to confirm a leaver's details by the supplementary deadline within the month in which they are expected to leave, but you believe it is possible that their employment may not continue beyond that month, please notify your Payroll Officer as soon as possible.

Requests from Payroll

Timing of salary approvals

We have noticed that many Departmental Approvers are not processing their salary approvals until the day of the Payroll deadline, even where the change has been actioned in Core by the Personnel Administrator much earlier in the payroll period.  This results in a sudden last minute influx of work for Payroll to deal with after this deadline and we are struggling to process this within the time available.

Starters particularly, who missed the cut off in a previous month, can easily be approved long before the next month’s deadline.  We run regular reports to pick up outstanding payroll changes throughout the payroll period so if departments are able to process some approvals prior to the payroll deadline this would be a great help.  

Please exclude inverted commas and hashes from addresses

The presence of inverted commas or hashes in employees’ addresses has caused some issues with our month-end Real Time Information (RTI) submission as they are not accepted by the HMRC gateway.  If you notice that these characters have been included in addresses by employees who have applied online, please remove them.

News, Updates & Reminders for Recruitment Users

Use of private questions report when shortlisting

Applicants who apply for vacancies through e-Recruitment are asked questions about current disciplinary matters, criminal convictions, University connections and where they saw the vacancy as part of the standard application forms.  These questions are classed as “private” questions and do not appear in the PDF application pack that is provided to the interview panel.  

Personnel Administrators must run the report RECDEP_47 Private Questions to review the responses to these questions and take any necessary action (following advice from their HR Business Partner where required). Please note that these questions will only be included in the report where the applicant has made a positive statement and not where the question was unanswered.

Contact person for vacancies

The Contact Person, Phone and Email fields on a vacancy record should be populated with the contact details of the individual who is responsible for the vacancy record in CoreHR.  Some departments choose to record generic details instead, which is acceptable as long as those contact details can be used to reach the individual who has access and responsibility for the vacancy in CoreHR.

In some situations it will be useful to include the recruiting manager’s contact details as well so that applicants wishing to find out more about the role can contact the most appropriate person directly.  These contact details should be included in the advert text and not the Contact Person details field.  See example below, which includes generic contact details for the individual responsible for the vacancy in Core and a contact within the advert text (for details on how to include email addresses please refer to the Placing Links into Advert Text guide):

 

HRIS User Support Arrangements

Christmas closure arrangements for HRIS Support Centre, Reward and Adverts teams

As detailed in our recent e-mail to all users, the HRIS Support Centre will be closed from 5.00pm on Monday 23 December 2013 until 8.30am on Thursday 2nd January 2014.

A skeleton staff will be available until 12 noon on Tuesday 24 December to support any urgent queries received by email that morning. The phones will be diverted to voicemail so to access the support team on 24 December please email hr.systems@admin.ox.ac.uk.  

Support for applicants

A message will be placed on the University’s Jobs & Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above. Please be aware that behind the scenes, the support team will be monitoring the use and availability of the online recruitment system. On 2 January 2014 priority will be given to resolving queries raised by applicants over the Christmas period.   

Staff requests and adverts

Please note that Personnel Services will be closed from Monday 23 December until Wednesday 1 January 2014 inclusive. No staff requests or adverts will be processed after 1pm on Friday 20th December.

The staff request deadline for January payroll is Monday 6th January.

Please also note that jobs.ac.uk will be closed from 24 December 2013 to 1 January 2014 inclusive. To ensure placement before the holiday period adverts need to be sent to jobs.ac.uk by 5.00pm on Wednesday 18 December. Departments are advised not to set any closing dates for the period Tuesday 24 December until Thursday 2 January 2014 inclusive.

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