Add and manage UDFs in PeopleXD

2. Individual UDFs: detailed guidance

Below is a list of UDFs, in alphabetical order, providing detailed guidance for the specific data being recorded within each field. For guidance on adding, updating or ending UDFs refer to section 1 above.

For certain appointments (typically academic) additional information will need to be captured, for entry in the Academic Staff Listing (White Book) report.

  1. Select UDF Type Appt:White Book from the drop-down.
  2. Complete the fields as follows:  

Field Name 

Description 

Date From* 

Enter the start date of the appointment.  

Date To 

Leave blank 

Include in Whitebook * 

Select Yes to record that this appointment should appear in the 'White Book'. 

Subject Area * 

Enter relevant subject area details. 

Funding/Special Leave/General Notes 

Add as appropriate. 

Titular Contract Start Date 

Enter date distinction title is effective from. 

 

  1. Click SAVE

Useful reports: Run PERDEP09_ Academic Staffing Listing (White Book) in HR Reporting to export this data. Note: the full University report will be generated centrally and issued to divisions on a quarterly basis. 

 

Note: Staff with a current teaching and/or research role, ie where PeopleXD Sub Category is AT, AC, AP or AR (see the Staff Classification Guide), an entry of at least one academic subject must be added for HESA reporting purposes.

You only need to complete this UDF for staff not using the PeopleXD Onboarding process.

 
  1. Select UDF Type Discipline taught/researched from the dropdown.
  2. Enter relevant details as follows: 

Field name  

(* mandatory) 

Description 

From Date*  

Enter the start date of the appointment. 

To Date 

Leave blank. Only enter a date if ending this UDF to add a new one for a new role. 

Discipline1 * 

Start typing and select from the dropdown the academic discipline relevant to the subject area(s) being taught and/or researched.  

If the exact subject is highly specialised or not listed, select the nearest appropriate match, eg ‘Evidence-Based Social Intervention’ could be classed as ‘Social Work’.  

Discipline2 

If there is more than one academic discipline, select as above  

Discipline3 

If there are more than two academic disciplines select as above 

Discipline4 

If there are more than three academic disciplines, select as above 

Discipline5 

If there are more than four academic disciplines, select as above 

Comments1 

If none of the options in Academic Discipline 1 are appropriate after attempting to assign it to the nearest match, enter the full description here.  

NB This should be a last resort. Refer to the job text/description or consult with the employee/manager to help identify a match in Academic Discipline 1, first.  

Comments2 

Optional further space to add notes if applicable 

Comments3 

Optional further space to add notes if applicable 

 

  1. Click SAVE

‘Academic title’ UDF enables accurate reporting, and is an essential data item for the University's HESA staff data return. Please ensure this is maintained throughout the year, and in a timely manner.

Read the Academic title Appendix, to understand who is responsible for updating each data item and what information to record for both, statutory and non-statutory academic titles. 

Add a new Title 

  1. Select UDF Type Academic Title from the dropdown.
  2. Complete the fields as follows:  

Field Name 

Description 

Date From* 

Enter the date the title was conferred 

Date To: 

Leave blank 

Type of Title* 

Select from the list of values.

Note: Only ‘Statutory Professor’ and ‘Titular Professor’ are used for Athena Swan and HESA reporting. 

Source of Title* 

Select from the list of values, eg Appointed to a statutory professorship  

Title Conferred* 

Enter the actual title conferred, eg The Field Marshall Earl Alexander Professor of Cardiovascular Medicine 

Date Conferred* 

Enter/select from calendar 

Departmental title 1 - 4    

If employee holds additional academic titles, enter here, as required. 

Note: Additional titles are for department use only and will be excluded from statutory reporting. 

  1. Click SAVE

Title Conferred needs updating: If the Title Conferred needs updating (and the Type of Title stays the same), only update the Title Conferred field, in the existing Academic title UDF.  

New Title replaces existing Title: If a new type of Title is conferred, and it replaces the previous title, the existing record must be end-dated, and a new one created, eg if a Titular Professor was then appointed to a Statutory Professorship.

Further points to note

Update the person title: Check, and if necessary, update the title if a new academic title is conferred during the term of an existing appointment. Follow Add and manage personal details How-to guide

Update the generic job title: Select the correct generic job title for the post when raising the staff request. Follow Create and approve staff requests How-to guide

Update/enter the job text: Update the Job Description on existing post. If an academic title was conferred during the existing appointment, you may need to update the job text in this appointment. For system steps, go to Make appointment and pay changes guide.

 

Useful reports: Run PERDEP22_Academic Title report to extract the date above.

 

The Additional Directory Information UDF enables you to capture various additional information which may be useful for the day-to-day management of your department.

  1. Select UDF Type Appt: Additional Directory Information from the dropdown.
  2. Complete the fields as follows:  

Field Name 

Description 

Date From 

Enter Start date. 

Date To 

Leave blank 

Visitor or Employee 

Select as required. 

Host 

Enter details as required. 

Reason for Visit 

Enter details as required. 

Purpose/Project 

Enter details as required. 

Fees 

Enter details as required. 

Source of Funding 

Enter details as required. 

Supervisor 

Enter details as required. 

Primary Lab 

Enter details as required. 

Comments 

Enter as required. If individual is a Qualified First Aider this should be noted here. 

Dphil Year 

Select as required. 

Building 

Enter details as required. 

  1. Click SAVE.

Useful reports: run the PERDEP43_Additional Directory Information report to extract this data for local directories etc.

 

Once you have all the mandatory details below, record these checks before or on employee’s first day.  

  1. Select UDF Type Appt: Appointment New Starter checks from the dropdown. 
  2. Record the date against each field, on which the activity/check took place (use the calendar icon): 

Field name  

(* mandatory) 

Description 

From Date*  

Enter the start date of the appointment. 

To Date 

Leave blank. Only enter a date if ending this UDF to add a new one for a new role. 

Cond Offer Signed 

Signed conditional offer returned by the new starter (if relevant). 

Contract Signed * 

Signed contract returned by the new starter. 

Occ Health Check OK * 

Health declaration, and where role-required, health questionnaire have been completed and OK to proceed, or relevant action has been taken, where applicable.  

Bank Details OK* 

Bank details entered and checked. 

This Item will be updated automatically on the personnel record once the Onboarding checklist has been completed by the individual.

Person Details OK* 

Person details checked and updated, if applicable. 

 

  1. Click SAVE

New starter’s induction details should be recorded in PeopleXD. Multiple entries can be created to record different training events.

1. Select UDF Type Appt: Induction from the dropdown.

2. Complete the fields as follows:

Field name (* mandatory) Description
From Date* Enter the start date of the appointment.
To Date Leave blank
Date of Induction * Date induction completed
Type of Training * Select appropriate training eg Safety training.
Inducted by* Enter name of individual who carried out the induction.

 

New starter additional details include information such as Pension and tax documents. 

  1. Select UDF Type New starter additional details from the dropdown. 
  2. Record the date in each field (click calendar icon) for the following activities / checks taking place: 

Field name  

(* mandatory) 

Description 

From Date*  

Enter the start date of the appointment. 

To Date 

Leave blank. Only enter a date if ending this UDF to add a new one for a new role. 

Pension Opt-out  

Do not use. 

Prev Membership date  

Enter the last date of membership. 

Previous Scheme  

If relevant, select the scheme the new starter has previously been in. 

Prev Membership no.  

Enter the relevant membership number. 

Form Sent to Payroll  

Select the relevant documents sent to Payroll, eg P45 or an HMRC starter checklist.  

NB Send these to Payroll promptly to ensure correct tax code allocation/payments. 

Post Non Pensionable  

Leave blank. 

HEI Joint contract * 

Select Yes or No as relevant. 

Name of institution * 

Enter the name of the other HEI, if another UK HEI is part of the contract. This excludes Oxford colleges. 

Comments 

Add any additional notes for Payroll/Pensions, as required. 

 

 

Note: For guidance on submitting the P45, refer to the ‘Starters, Changers and Leavers’ on the Finance Division website. 

 

 

Note: If the employee was a member of the NHS pension scheme, this must be recorded in PeopleXD. This affects the new scheme that will be assigned. If entering pension information for an NHS membership after the salary has been approved in the system, email Linda Howse

  1. Click SAVE

Once you have all the mandatory details below, record these checks.

1. Select UDF Type Appt: Appointment New Starter checks from the dropdown.

2. Record the date against each field, on which the activity/check took place (use the calendar icon):

Field name (*mandatory) Description
From Date* Enter the start date of the appointment.
To Date Leave blank. Only enter a date if ending this UDF to add a new one for a new role.
Cond Offer Signed Signed conditional offer returned by the new starter (if relevant).
Contract Signed * Signed contract returned by the new starter.
Occ Health Check OK * Health declaration, and where role-required, health questionnaire have been completed and OK to proceed, or relevant action has been taken, where applicable.
Bank Details OK*

Bank details entered and checked.

NB: This Item will be updated automatically on the personnel record once the Onboarding checklist has been completed by the individual

Person Details OK* Person details checked and updated, if applicable.

3. Click SAVE.

Clinical details will have been completed in 'Onboarding' (Social Hub) by employees who are in the Medical Sciences Division, with one of the following staff classifications:

'AC - Academic (teaching & research)' 'AR – Research Fellow'
'AP – Research Staff' 'At – Teaching Support'

 

This information must be recorded in the 'NHS Contract Details' UDF, and where applicable, 'HESA Clinical Sub Specialty' UDF, for employees above, who also have fixed hours working patterns and whose appointments are linked to the following HESA cost centres:

101 Clinical medicine 112 Biosciences
104 Psychology & behavioural sciences 127 Anthropology & development studies
106 Anatomy & physiology 127 Anthropology & development studies
107 Pharmacy & Pharmacology 131 Social work & social policy

 

Run the PERINS01 Completed Onboarding items (Clinical) report in PeopleXD to complete the required data below. Where new starter details have been collected offline, refer to the completed New Starter Data Collection form or equivalent, instead.

1. Where the appointee has an NHS contract or honorary NHS contract (skip to section '2. Where the appointee does not have an NHS contract/honorary contract' if appointee does not have an NHS contract):

1.1 Select UDF Type Appt: NHS Contract Details from the dropdown.

1.2 Complete the fields as follows:

Field name (* mandatory) Description
From Date* Enter the start date of the appointment.
To Date Leave blank. NB Only ever enter a 'To Date' when ending this UDF record in order to add a new UDF (where new/revised Clinical Status comes into effect on the record).
Medically Qualified? Select the appropriate option.
Health Prof Qual’d? Select the appropriate option.
Social Care Qual’d? Select the appropriate option.
Licensed practice UK Select the appropriate option.
Regulatory Body?* Select the appropriate option. Refer to the HESA NHS Clinical Details Appointment Matrix for guidance, if needed.
NHS Contract Details*

Select the appropriate option. Refer to the HESA NHS Clinical Details Appointment Matrix for guidance, if needed.

Note: Where "2 Separate HEI & NHS contracts" code is chosen (ie the individual has separate paid contracts with the University and an NHS employer), ensure that the appointment FTE is less than 1, as they cannot be full-time.

NHS Contract Grade Select the appropriate option.
Applied for GMC reg? Select the appropriate option.
Applied NHS contract Select the appropriate option.
Clinical Status* Select the appropriate option. Refer to the HESA NHS Clinical Details Appointment Matrix, if needed.
Any other info Add optional additional details, if appropriate and for use at local level.

1.3 Click SAVE.

1.4 Click ADD button top-right corner. The Add UDF menu will open.

1.5 Select UDF Type Appt: HESA Clinical Sub Speciality from the dropdown.

1.6 Complete the fields as follows:

Field name (* mandatory) Description
From Date* Enter the start date of the appointment.
To Date Leave blank. NB only ever enter a To Date when ending this UDF record in order to add a new UDF (where new/revised Clinical Status comes into effect on the record).
Speciality1*

Only mandatory where 'Clinical Status' is '1' in the NHS Contract Details UDF, otherwise leave blank.

Select the appropriate option.

Specialty2/3

Enter further specialties, as appropriate (must not be the same as Specialty1).

Select the appropriate option(s).

Sub Speciality1*

Only mandatory if 'Clinical Status' is '1' in the NHS Contract Details UDF, otherwise leave blank. Select relevant subspecialty, eg general surgery (must not be the same as Specialty1).

The option chosen must have the same two digit prefix as the option chosen for 'Specialty1'. For example, if "09 Physicians/Medicine" was selected in Specialty1, Sub Specialty1 must also start with "09", eg "0906 Clinical Haematology".

Sub Speciality2/3 If employee has more than one sub-specialty, and 'Clinical Status' is '1' in the NHS Contract Details UDF, select as appropriate. This must not be the same as Sub-specialty 1/2.

 

1.7 Click SAVE.

 

2. Where the appointee does not have an NHS contract/honorary contract:

2.1 Select UDF Type Appt: NHS Contract Details from the dropdown.

2.2 Complete the following details only:

Field name (* mandatory) Description
From Date* Enter the start date of the appointment.
To Date Leave blank. NB Only ever enter a To Date when ending this UDF record in order to add a new UDF (where new/revised Clinical Status comes into effect on the record)
Clinical Status* 0 Not Clinical academic

2.3 Click SAVE.

Note: Right to Work checks must be completed and recorded in PeopleXD, BEFORE any work commences.

 

Pre-employment checks must be undertaken in all cases (including ‘direct’ appointees), and then correctly recorded in PeopleXD. 

  1. Select UDF Type Appt: Appointment Pre-Employment checks from the dropdown. 
  2. Record the date of the event(use the calendar): 

Field name  

(* mandatory) 

Description 

From Date*  

Enter the start date of the appointment. 

To Date 

Leave blank. Only enter a date if ending this UDF to add a new one for a new role. 

References Chk OK * 

Satisfactory references received/checked. This is mandatory, but exceptions may apply to ‘direct appointments’, eg where the person is named on a grant. 

Proof of Quals OK  

Qualifications have been checked (if relevant). For example, check GMC register; driving licence; academic qualification(s). 

Hon Contract Chk OK 

Honorary Contract or Letter of Access checked (if relevant, depending on the post). 

Finance Check OK 

Finance/credit reference checks completed (for eligible roles, eg where lone staff are responsible for valuable objects, cash etc – see HR Policy guidance). 

Funder Approval OK 

Funding body approval obtained (where required, eg some BHF funded posts require approval of the appointment by the funder).  

Discl Scotl Chk OK 

Disclosure Scotland checks completed (where applicable – see HR policy guidance). 

DBS Check OK 

DBS check completed satisfactorily (for eligible posts only). 

High Level Screen OK 

Additional, role-related checks obtained, eg work with dangerous chemicals or animals. 

Employment Gaps OK * 

Check for any gaps in employment. This is mandatory, but exceptions may apply with ‘direct appointments’, eg where the person is named on a grant. 

Proof of ID Chk OK * 

Proof of identity and address obtained. 

Right to Ret Chk OK * 

For rehires, check the leaving reason to ensure they are allowed to return to the University. This is mandatory, but exceptions may apply – see HR Policy guidance. 

Comments   

Note any checks not applicable for this post or individual, to confirm checks without a date have not been missed/are intentionally blank. 

 

  1. Click SAVE.

Note: Only complete this UDF on behalf of staff not using the PeopleXD Onboarding process, otherwise simply check that this data has been provided.
 
This HESA-required data must be completed for all employees regardless of whether they have ever worked at a HEI.
 
  1. Select UDF Type Previous HEI employment from the dropdown.
  2. Enter relevant details as follows: 
Field name (* mandatory) Description
From Date* Enter the start date of the current Oxford University appointment.
To Date Leave blank. Only enter a date when you need to end this UDF, in order to add a new one for a new role.
Prev HEI employment?*

Select 'Yes' if employee has previously been in paid employment with another UK university/HEI.

Select 'No' if any of the following applies:

  • No previous university/HEI employment in the UK
  • Previous university/HEI was abroad (outside of UK)
  • Previous institution is University of Oxford or its associated colleges.
  • Where time spent at a previous university/HEI was only as an undergraduate or postgraduate student, and not in paid employment.
If 'No', click SAVE and exit. If 'Yes', complete the following fields:
Name of Institution

Select from the list.

NB If the HEI is not listed, change the answer to ‘No’ in the ‘Prev HEI employment?’ field.

Other institution Leave blank; DO NOT enter any details here.
Start date with inst Enter/select date as applicable in the format DD-MM-YY. This can be an approximate date, if exact date is not known.
End date with inst Enter/select date as applicable in the format DD-MM-YY. This can be an approximate date, if exact date is not known.
Surname when in job? Only update this if employee’s surname was different in their previous employment – refer to the New Starter Data Collection form. This is helpful when obtaining HESA IDs from the previous university.

3. Click SAVE.

It is a legal requirement to ensure that every individual undertaking work for the University has the right to work in the UK. This must be checked and recorded, before someone starts work.

1. New starters - the initial record

1.1 Select UDF Type Right to Work from the dropdown.

1.2 Enter relevant details as follows:

Field Name
(*mandatory)
Description
From Date  Enter the date on which the original documents were checked (as per
the date on the copy documents). This should be no later than their first
day starting work.
To Date  Leave blank.
Right to work type* Select from the list, as applicable:
• List A Permanent
(British and Irish Nationals, and those with settlement/permanent right
to work in the UK)
• List B Visa (Other)
(All other visa types where the person has a time limited stay in the UK.
Eg Global Talent, Dependant, Pre-Settled status etc)
• List B Visa (Sponsored)
(Tier 2/Skilled Worker and Tier 5 (GAE) Sponsored Researchers)
• List B Visa (Student/Restricted Hours)
(Tier 4/Student visa holders who are restricted on the amount of hours
they can work alongside their studies)
N/A Started pre 27/01/1997
(Must only be used in historical records)
• Working overseas – RTW not required
(Individual will undertake all of their employment outside of the UK)
Visa issue date  If applicable, enter the visa issue date, normally listed as Issued, Date of
Issue
or Valid from.
Visa expiry date  For List B visa types, enter the visa expiry date.
RTW undertaken by*  Enter the full name of the individual who verified and copied the original documents during the Right to Work check.
Comments  Enter additional details, as applicable. Include a note for part-time staff whose right to work check and employment start dates differ, due to how start dates must be recorded in the system for pay purposes. Read also Recording dates in PeopleXD for further details.

 

2. Visa renewals and switching immigration status – updating the record

Visa renewals and other changes to right to work status or documentation must be recorded in PeopleXD. The existing right to work record should be ended and a new record created. Refer to section 1.3 of the Add and manage UDFs guidance for instructions on amending or ending a UDF record.

Note* If you need to update a record and the 'RTW Undertaken by' field is blank, enter 'Not specified'.

For employees with a List B visa type repeat the check before the visa expires. To monitor this, run the PERDEP41 report regularly. See: Staff Immigration Team webpages for full guidance on repeat checks.

 

Overseas working policy

In line with the University’s overseas working policy, subject to certain conditions being met, formal approval of an overseas arrangement must be sought. Please work with the International Working team to manage this, and any necessary follow-up, including adding individuals to the overseas shadow payroll. 

 

Where the above process is followed, record the details of the international working arrangements in PeopleXD, to ensure that department HR and central International Working team have oversight, and to enable the University to manage tax, social security, legal, and other risks.

1. New overseas working request - create the UDF

The UDF for overseas working should be created when an overseas working request is first submitted for approval.

1.1 Select UDF Type Appt: Overseas Working from the dropdown. 

1.2 Enter the initial information only, as follows:

Field Name (*mandatory) Description
From Date Enter the date on which the request was submitted
To Date Leave blank
Country Location* Select the country in which the individual will be working
State Location Enter the state within the country that the individual will be working, if relevant (eg the US, Canada, Australia, China)
Start Date* Enter the start date of the arrangement
Expected End Date* Enter the expected end date, or 3 years from the start date if unknown per the overseas working policy
Arrangement Type Select the applicable option

 

2. Request Approved by Head of Department – update the UDF

2.1 Once the arrangement has been approved by the Head of Department (or Division), update the UDF with further information:

Field Name (*mandatory) Description
Approved by Enter the name of the Head of Department (or Division) who has approved the request
Estimated Cost Enter the estimated cost of the arrangement, as provided by the International Working team
On Shadow Payroll Select 'Yes' or 'No', as advised by the International Working team

 

3. Arrangement has ended – update the UDF

3.1 When the arrangement ends, either due to the employee returning to the UK or the employment ending, update the 'Expected End Date' field, if different from the date originally entered onto the UDF.

The Online Payslips Exception UDF should be completed for staff who, due to exceptional circumstances, should be issued paper payslips and P60s (as based on criteria outlined on the HR Self-Service pages). Completion of this UDF will instruct the payroll team to issue printed payslips.

 Note: Complete this UDF by the supplementary payroll deadline to ensure this change is processed by Payroll for that month's payment.

1. Select 'UDF Type' Online Payslip Exception from the drop-down.

2. Complete the fields as follows:

Field name Description 
Date From* The date from which the exception takes effect
Date To Leave blank
Temp/Perm Exception

Select 'Temp' for time-limited exceptions, eg whilst the employee is on long-term leave.

Select 'Perm' for permanent, ongoing arrangements.

Temp Exp. Reason (for temporary exceptions only)

Select the temporary reason for exception:

  • Family leave
  • Sabbatical
  • Sickness
  • Other - note the reason in the ‘Comments’ field
Perm Exp. Reason (for permanent exceptions only)

Select the permanent reason for exception:

  • Disability/long-term health condition
  • Insufficient IT Literacy
  • No PC access to save/print payslip
  • Other - the reason should be noted in the ‘Comments’ field.
Address for payslip
  • Alternative (Label Address)
  • Home address
  • Work address
Exception End Date For temporary exceptions, complete the ‘Exception End Date’ field. If unknown, enter or update this field once the end date is known.
Comments Provide more details if applicable; or where 'Other' was selected as the exception reason.

3. Click SAVE bottom right of the screen.