Improving the casual payment process

Frequently Asked Questions

How do I find out the CoreHR format for the project codes?

The new casual payment spreadsheet requires departments to enter the project code in the CoreHR format (not the Oracle R12 format).

You can locate the Core format for a project code by looking it up in the cost allocation screen in the CorePersonnel back office.  Alternatively, we have developed a new report PERDEP13_Active Cost Centres and Project Codes which allows you to search for the Core project code on a variety of criteria such as department code, all or part of the Oracle code, or all or part of the description.  The report then returns all matching codes in both the Oracle and CoreHR formats. 

Where can I find out the appointment ID for my casual worker?

If you will be completing the casual worker payment spreadsheet but you do not have access to CoreHR, you will need to ask the person in your department who is responsible for creating the casual worker records in CoreHR to provide you with this information. 

If you would like access to CoreHR on a read-only or reporting basis for this purpose, please follow our process for arranging access

How do I update my authorised signatory register?

In the e-mail sent to all key contacts on 17 October, we requested that all phase one departments complete a casual payroll register of authorised signatories and return it to Payroll.  If you have not already done so, please complete the form (available from Payroll if you did not pick one up at the briefings) and send it in hard copy to Casual Payroll, prior to submitting any further casual payments.

If you subsequently wish to update your register of signatories, please e-mail payroll.casuals@admin.ox.ac.uk

The spreadsheet is not allowing me to enter the date the work was undertaken – what shall I do?

It is important to submit timesheets to Payroll as soon as possible after the work has been undertaken.  If you have any outstanding payments for work that pre-dates the ranges permitted on the payment spreadsheet (20 weeks for Tier 4 workers, one year for all other workers) please email HRIS@admin.ox.ac.uk for advice on what action to take.

How do I password protect my payment spreadsheet?

You must password protect your payment spreadsheet with the password provided before submitting it.  See the Information Security video for guidance on how to password protect an Excel spreadsheet.

Does the spreadsheet calculate the hours multiplied by the pay rate?

This is not included on the payment sheet. However it is calculated as part of the conversion to upload to CorePay.

The current form requires date from and to fields. Please confirm that these are no longer required.

The system does not require this information. We recommend you keep local records of casual hours worked, including dates, to enable to you to answer any queries from workers.

Do we still need to send the P45 or staff starter form to payroll?

Yes the P45 (or staff starter form if no P45 is available) should be sent to Payroll as soon as possible after the worker has arrived.

Some departments have more than one user who administers certain records or areas. Can each person send a separate spreadsheet or will payroll only accept one per department per month?

Payroll would prefer to have one submission. Multiple submissions from the same department risks creating duplicate payments.

Can records from more than one department code be entered on the same spreadsheet if the authorised signatory is the same?

Yes, Payroll would prefer to receive fewer spreadsheets so please combine different department codes on the same spreadsheet wherever possible.

Can we enter advance payments on the spreadsheet where the individual is working set hours each week? E.g. all of October’s hours on the spreadsheet submitted by the October deadline.

No, the spreadsheets should be completed retrospectively - i.e. only hours that have been worked should be submitted for payment.

Do we need to enter hours in the hours field on the appointment?

The hours and FTE hours for casual workers and casual teachers should always be entered as 0 on the appointment. The Staff Immigration team will only refer to the hours entered on the payment spreadsheet as these reflect the actual hours worked.

What do we mean by close of business on the payroll cycle diagram? Can you please specify a time?

We will clarify this with Payroll and ensure that a specific time is included on future payroll cycle diagrams. The deadline for casual payments is midnight on the published casual payroll deadline.

At what point will Payroll pull the records through? The day after the closing deadline or later?

Payroll will begin the process of uploading payment spreadsheets the day after the casual payroll deadline and will continue this process until all spreadsheets submitted by the deadline (excluding those with red errors which will be returned) have been uploaded.  Spreadsheets submitted after the deadline will be uploaded the following month.

Departments should refer to the guidance in the QRG PA11 regarding the timing of ending leavers.

Where will notifications of records failing the upload process be sent? Will they be sent back to the authorised email from which it was submitted?

Yes, details of the rejection will be sent back to the authorised email account from which the spreadsheet was received.

Is there a report that shows the current active project codes in CoreHR format?

Yes, we have developed a new report PERDEP13_Active Cost Centres and Project Codes which allows you to search for the Core project code on a variety of criteria such as department code, all or part of the Oracle code, or all or part of the description.  The report then returns all matching codes in both the Oracle and CoreHR formats.  

What do we mean by supervisor for Tier 4 workers? Line manager or PHD supervisor?

The supervisor, from whom Tier 4 workers should obtain a letter clarifying holiday periods, is the PHD/doctoral supervisor.

Who is responsible for existing casual worker records; departments or payroll?

Departments are responsible for all casual records including those previously created by Payroll.