Improving the casual payment process

A review of the casual payment process has been undertaken, with the aim of ensuring an efficient, streamlined process. A number of departments had previously been consulted about issues with the current process and potential solutions. Following a detailed examination of the requirements and options for meeting these, the review has recommended some process changes.

This webpage provides information about the project scope and timescales, along with further information about the impact on departments and plans for rollout and communication briefings.

If you have any questions about this project which aren't addressed by these webpages, please e-mail HRIS@admin.ox.ac.uk

What’s changing?

The review recommended two key changes to the payment process for casual workers (including casual teachers):

  1. The creation of casual worker records on CoreHR will be devolved to departments. This will enable the right to work data to be checked/entered directly into CorePersonnel by the employing department before the worker undertakes any work. 

  2. Departments will provide all payment information to Payroll using a standard electronic spreadsheet that also enables the capture of weekly working hours for casual workers on Tier 4 visas.  A similar approach is already in use within some areas but a new improved spreadsheet will be introduced for use by all departments.

What are the benefits?

  • Improved efficiency through ‘right first time’ data entry at source - the process for setting up a casual worker record requires significantly less data to be entered than for a regular employee. For an experienced user of CorePersonnel the time taken to create a new casual appointment should not be any longer than completing the paper based form that is currently submitted to Payroll; additional appointments and rehires even less. In addition, right to work data will be entered directly into CorePersonnel, rather than being added to the paper payroll form manually. The data will be available in the system prior to the worker undertaking any work and this can be audited centrally.

  • Improved ability to demonstrate compliance with weekly working hours limits for Tier 4 Visa Holders - the capture of Tier 4 hours on the payment spreadsheet will enable central monitoring of hours worked across the University.

  • Improved compliance with information security best practice - information will be passed to Payroll electronically using encrypted files.

  • Removal of paper from the process - no need to walk forms to Payroll or allow time for the internal post.

  • Expected improved flexibility of input and submission deadlines - in time it is expected that improved efficiency will enable the casual payroll deadline to be more flexible.

Timescales and implementation

The impact of this change on departments will vary, depending on factors such as volume of casual appointments and payments and where the responsibility for casual worker administration currently sits. 

Consequently the project will roll-out this change in two phases: 

Phase one will go-live on 1 November 2016 and will include those departments that can accommodate the new process relatively easily and/or have other imperatives for wishing to adopt the new approach as soon as possible. 

Phase two will go-live in early 2017 and will include departments for which the new approach may necessitate a slight change in responsibilities for affected staff members, or the need to make other internal process changes to support the new process. Timescales for the phase two rollout will be drawn up following an analysis of the business impact and the associated consultation with departments.

Briefings and training

The briefing sessions for phase one departments are now complete. If you were unable to attend, please refer to the slides, handouts and quick reference guide on the right hand side of this page.

Click here for our FAQS on the new process, which include questions raised at the briefing sessions.