March HRIS User Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

Payroll Project

Key Dates and Deadlines

Reminder of process for dealing with 'no shows'

Data quality checks have highlighted a number of appointments that have not been commenced, often due to the individual failing to start in the appointment.  In these circumstances, guidance contained in REC04 - Managing Vacancies and Appointments must be followed to end the appointment and re-advertise the post where required.

News, Updates & Reminders for Personnel Users

Payroll module go-live, effect on April payroll for departments and Payroll Briefing dates

1. Going live with Payroll in May 2013

Going live with the CoreHR pay module in May 2013 will only happen once the go-live criteria, which you can read about below, are met.  If not met or partially met, a further parallel run will be undertaken during May and a decision made at that point whether to proceed with May's payment from Core or Trent. 

Once fully live, staff will receive new style payslips (containing minor aesthetic changes only) and new starters since January 2012 will receive new employee numbers which will be displayed on their payslip.  Other changes will include new payroll costing reports, new format overtime/temporary data spreadsheets (electronic timesheets not paper copies) for users of these, end of use of Oxford Pay Group field and a move for the Payroll team to use of the CoreHR pay module in place of the interim reports and Midland Trent arrangements.

Soon after go-live, new guidance on future payroll processing will be provided and the new spreadsheet for overtime/temporary data will be offered to more departments.  The Payroll team will also be in a position to consider extending the payroll admin period available to departments.

 2.  Payroll project information

In preparation for the Payroll module implementation, a further parallel run is being undertaken for April payroll during which time the payroll team will update both the CoreHR system and the existing Trent system.  This will obviously have an impact on the team, essentially doubling their workload in April.  Additional resource is already in place to assist the team during April however, departments can also contribute to the success of this project and help the payroll team at this particularly busy time, by following the instructions below.

Stringent success criteria are being agreed with PwC, the University’s internal auditors, against which a decision will be made on how to proceed in May.

3.  Assistance required from Core personnel users in April 2013

Please note request for no input to be undertaken in the Personnel module 22 - 26 April.

ActionWhenHow you can help
April payroll cut off date has been brought forward Monday 8 Apri Ensure that all new starters, changes and leavers are processed and approved in Core and that all casual payroll, temporary payments and overtime forms etc. are submitted to payroll.
Ensure all outstanding salary approvals approved or rejected Monday 8 April As usual, please ensure you approve or reject all your outstanding salary approvals by this month’s COB payroll deadline Monday 8 April.
Check pay costing details input to Core Monday 8 April As highlighted in February’s HRIS User Bulletin, please check that the costing details set up in Core are accurate. If costing details are not accurate in Core at the point of payroll go-live there is a risk that payments will be costed to the wrong location. The best way to do this is by use of PERDEP01_Staff in Post Report. Please refer to our website for details of how to work with this report.
Date for submission of electronic overtime forms brought forward Thursday 11 April
For users of the electronic version of the overtime forms - please ensure electronic overtime form is sent to Alison Coldstream by cob 11 April at the latest.
No updates to data in the back office personnel module (except staff requests, reports and the recruitment module) Monday 22 - Friday 26 April inclusive

Unless we contact you directly, please do not make any updates to data in the back office Personnel module during this period.  This is to enable comprehensive checks to be undertaken at this critical point in the project timetable.  You will be able to start processing actions for the May payroll from Monday 29 April.  You can continue to use staff requests, reports, and the recruitment module throughout this period.

Important note: should you become aware of any leavers during this week that need to be processed in the April payroll, please contact your payroll officer directly.  They will advise you of next steps.

 

4.  Additional request for assistance from the Payroll team

 To enable the Payroll team to do everything they can to ensure a successful parallel run in April, please adhere to the deadlines outlined above.

 It will also help the payroll team during this particularly busy time, if you ensure that all queries relating to the processing of data on the Core system are directed to the HRIS Support Centre (Telephone: 01865 (2)87900 or hr.systems@admin.ox.ac.uk). Due to the time constraints, supplementary emails to the Payroll team in support of changes made on Core cannot be reviewed by the Payroll team.

 Where at all possible, please defer non-urgent requests for payroll information, or payroll instructions not relating to the April payroll until the April payroll has closed.

5.       Payroll Go-Live Briefing dates

Payroll briefings have been arranged to provide you with more detail on the forthcoming changes outlined above and what they mean for departments, the go-live criteria, how you will be kept informed and an opportunity to ask questions.

If you are interested in attending one of these roadshows, please RSVP as soon as possible and by Thursday 4 April at the latest to HRIS@admin.ox.ac.uk, stating the date of the roadshow you wish to attend, your name, job title and department.

DateTimeVenue
Tuesday 9 April 13.30 - 15.00 Department of Pharmacology, Lecture Theatre
Thursday 11 April 10.00 - 11.30 John Radcliffe Hospital, Women's Centre - NDOG Lecture Theatre
Thursday 18 April 10.45 - 12.15 Rewley House, Lecture Theatre


Updated Quick Reference Guides

1. Various changes have been made to the following guides, including middle name guidance added, category guidance updated*, cost allocation start date guidance clarified and links to reports added.  See the front page post-its on individual guides for specific changes:

* Category field – in response to user feedback the guidance on this field has been rewritten. Note, there is now explicit guidance on the link between Category and Sub-Category.  If you are in any doubt you should refer to Personnel Services guidance.

PA0 - Prepare for Arrival  

PA2b - Appoint Existing Employee to Additional Appointment

PA2c - Appoint Variable Hours Employee

PA2d - Appoint Rehire

PA2g - Direct Appointment

PA2h - Set up a Non-Employee (including Agency workers)

PA2k - Appoint Marie Curie Student

PA2n - Appoint Nuffield Medical Fellow

PA2q - Set up a Non-Employee (Visiting Academic or Student)

 

2. Changes have also been made to the following guides, as indicated below:

REC03 - Manage Online Applicants - section added to reflect the introduction of the new private questions report and cut down shortlisting pack

IP6 - Tracking Changes and Correcting Records - new section added to view ended appointments

CH8 - Change: Personal Data - reference to changing title (e.g. Ms/Mrs) added

EA1/EA2 - Leavers – Section added on checking any salary request statuses.   Leaver destination and reason codes guidance updated on EA1 for clarity.

Links to related reports have been added to the following QRGs:

CH7 - Change: Sick Leave

CH9 - Contact Extension

CH17 - Increment Due Date

CH22 - Changes: Unpaid Leave

IP2 - Manage Probation

 

 NEW

FD6 – Additional Directory Information

 

Other documents

A new version of the Job Title list is now live – this aligns with the list of job titles that are now available in CoreHR (Recruitment and Personnel).

Guidance on what needs salary approval, and at what level (i.e. just departmental approval, or also payroll approval) is now live on the Core pages of the Personnel Services website.

Importance of maintaining home addresses

Payroll has noticed an increase in the number of payslips that are sent to home addresses being returned as the individual no longer lives at that address.

Please ensure that home addresses are maintained on Core and that you check with leavers where their final payslip and P45 should be sent. QRG EA1 End Appointment(s) - Leaving the University (section B) provides guidance on how to notify payroll and where to record an alternative address for the final payslip/P45.

Deadlines for Personnel Users: April Payroll

Description

 Deadline

Details

Payroll deadline

Monday 8 April

An overview of Payroll deadlines can be found on the Finance website.

Staff request deadline

Wednesday 3 April

For staff requests which do not require grading, any requests received by 5 pm on Wednesday 3 April will be processed by midday on Monday 8 April. Staff Requests received after Wednesday 3 April are not guaranteed to be processed by the payroll deadline. The usual turnaround timings for gradings apply (ten working days).

Support requests for April payroll

Friday 5 April

Requests for assistance associated with pay arrangements in April should be received by the HRIS Support Centre by 3 p.m. on 5 April.  This is to ensure that sufficient time is available for the team to address your queries ahead of the Monday 8 April deadline.

HRIS Data Services

 Close of business Thursday 4 April Payroll forms should be submitted by 5pm on 8 April.  This is to ensure sufficient time for the HRIS Data Services team to process them for the standard payroll deadline and resolve any queries.

 

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 a.m. - 5.00 p.m.

Input of payroll corrections

As part of the ongoing work to prepare the Core Pay module for the planned go-live in May 2013, the Core Pay Project Team have been entering corrections on the system to correct any data discrepancies between the Core Pay system and the current Payroll system, Midland Trent.

As a result of this, it is possible that you might notice salary requests awaiting approval within your department which have been created as part of this process. These requests can be ignored as the approvals will be undertaken by the Core Pay Project Team.

If you are not expecting a salary change for an employee you should not process the salary request. If you need to check who entered a salary request, in order to determine whether you need to process the request or who to obtain further details from, you can use the Salary Request History function within Salary Approvals to do this.

Should your department be affected by this payroll reconciliation processing and you wish to check who created a salary request in Core, please follow these steps:

Navigate to: Personnel > Maintenance > Salary Administration > Maintain Salary Approvals

  • From the Tools menu – select Show All employees
  • Click Search
  • Select the relevant Salary Request from the 'Approvals Items'
  • Click on the 'View History' button at the bottom of the screen, next to the 'Approve' and 'Reject' buttons.

Within this screen you will see the "Username" of the person who entered the salary request this will be their Oxford Single Sign-on (SSO).

If you are unsure who this person is from their SSO, you can enter this into the "To" field in an Outlook email message and this will return the individual (providing they are still an employee). If you are still unsure you may contact the HRIS Support Centre for clarification.

Confirmation of Easter closure arrangements

Support for staff users:

The HRIS Support Centre will be closed on the Easter Bank Holidays i.e. from 5.00 p.m. on Thursday 28 March 2013 until 8.30 a.m. on Tuesday 2 April 2013.

Support for applicants:

A message will be placed on the University’s Jobs & Vacancies webpages advising applicants of the office closure over the Easter period with the dates as above.  Behind the scenes, the support team will be monitoring the online recruitment system and will aim to respond to any urgent requests for assistance over this period.  There are no vacancies due to close over the closure period although 29 vacancies have a closing date on the first day back, Tuesday 2 April. 

Accurate recruitment monitoring data - a reminder from the Equality & Diversity Unit

Please can you ensure that applicant statuses are updated at each stage of the process to reflect how each applicant progresses through the recruitment process. At a minimum, ensure the following statuses are available to report on:

  • Applied (automatically applied by the system),
  • Shortlisted (manually added by the recruitment user) and
  • Offer Accepted Personnel (manually added by the recruitment user)

Analysis of recruitment monitoring data enables the University to meet its equality duties as a public sector employer.  Accurate recruitment monitoring data is fundamental to the evidence required for Athena Swan applications. 

Importance of checking all salary statuses are set to “Approved” before ending the relevant appointment

When you are ending appointments, it is important to check that any Salary Requests related to those appointments have a status of “Approved” before the appointments are ended; where second level appoval is required this will also include approval by Payroll (see "what needs salary approval?" If a Salary Request status is not set to “Approved” at the point the related appointment is ended, it will automatically be rejected and the employee will not be paid correctly.

Ensuring that the salary request status is set to approved may require liaising with other departments and Payroll to ensure all salary requests are approved, particularly where the individual has appointments in multiple departments. The status of salary requests in other departments will not be visible to you.

To check the status of salary requests within your Department, please use the “View Position History” option within the appointment details screen. If any of the salary statuses are not ‘Approved’ you should use the “PERDEP20_Monthly Personnel Changes” Discoverer Report (run the Approved Salary Changes tab) to see where the approval is outstanding (department or Payroll) and follow up appropriately.

Please remember that this also includes scenarios where you are ending a Primary Appointment and promoting a Secondary Appointment to be the Primary Appointment. In this circumstance, the Secondary Appointment will also be ended when you promote it to be the Primary Appointment so you must ensure that all salary requests have a status of Approved for both the Primary and Secondary Appointments before ending the Primary Appointment.

Payroll Project

Reports

Two new reports are now available. Full details via the Reports Library:

PERDEP02 - FTC and Funding End Dates Report – new parameter added to select non-employees - MC Students/Nuffield  Medical  Fellows.

RECDEP41 - Applicant & Vacancy Details  – new field and additional tab added to show gender and thus support Athena Swan reporting.

Note: A message will be added to the Description section on reports when a new version is issued to let you know what has changed.

Data Collection Form now available with mail merge from Core

The Data Collection Form must be provided to all new starters to capture additional information required to complete the personnel record in Core. It is recommended that the form is sent as an enclosure with the Conditional Offer Letter.

In response to a suggestion from one of our users, the Data Collection Form is now available to generate from Core.

The template Word document can be downloaded from the New Starter section of the Process and User Guide page of the Core web pages. Please ensure you select the Core version of this form.

The form must be saved in the C:\Coreapps\ folder of each user’s PC. The filename of the document must not be changed.

Once installed in the correct location, the document can be generated from Core by clicking on the Appointment Details button and navigating to Tools>Letters, selecting “Data Collection Form” from the Letter Type list of values, and following the usual steps for generating correspondence.