Appointment, salary and allowance corrections

Please note:

This guide should not be used to record a genuine change. In these instances, you should follow the Make appointment and salary changes and/ or the Add and manage allowances guide (as appropriate)
For appointment changes only:
- Please contact HR Systems team if you need to correct the Effective Date.
- You cannot change hierarchy information (Division through to Pay Administered By). Instead you will need to raise and submit new staff request for a new post and planned appointment.
- This guidance refers to current appointments. To make changes to ended appointment, please send relevant details to the HR Systems Support team.

KEY REMINDERS

After committing to an action, such as clicking SAVE, a green success message appears, wait for the dark green line to fill, before proceeding.
Ellipses = ‘three dots’, usually at the end of a row.

From the appointment selection menu select the contract you wish to correct (this is only relevant, where they have multiple current appointments).

Click Contracts in the left-side menu.
Make a note of key information:
1. Effective date (if making correction to the latest appointment sequence)
2. Target end date if applicable
3. Reason
Proceed to the relevant guidance below:
1. Correction to the latest appointment sequence
2. Correction to an ended appointment sequence.

This guidance should be followed when amending the latest appointment sequence of the current appointment (see image above for clarity).

Click Update at end of the appointment sequence (top row).
Re-enter the details you noted earlier back into the relevant fields so that they are the same as they were when you noted them:
1. Effective date – this must be the same as the current appointment sequence, otherwise you will create a new sequence (not correct the error)
2. Target end date (for fixed term appointments only) - copy this date into planned end date field
3. Reason code
Update relevant fields to make the correction(s)
Review and update the Comments field where necessary.
Click SAVE.

Consider if further updates are needed, eg salary, allowances, cost allocation etc.

This guidance should be followed for when amending an ended appointment sequence of the current appointment (see image above for clarity).

Click VIEW next to the ended appointment sequence you wish to amend.
Click AMEND at the top right of the screen.
Re-enter the details you noted earlier back into the relevant fields so that they are the same as they were when you noted them:
1. Effective date – this must be the same as the current appointment sequence, otherwise you will create a new sequence (not correct the error)
2. Target end date (for fixed term appointments only) - copy this date into planned end date field
3. Reason code
Update relevant fields to make the correction(s)
Review and update the Comments field where necessary.
Click SAVE.

Consider if further updates are needed, eg salary, allowances, cost allocation etc.

From the appointment selection menu select the contract you wish to correct (this is only relevant, where they have multiple current appointments).
If status is ‘pending’ – ask your department pay approver to reject. If this is not possible follow step 3.
If status is ‘in approval’ or is ‘approved’: Follow the 'System steps: How to update the salary' section in the 'Make appointment and salary changes' guide considering the following:

Field name	Description
Start Date	This should reflect the effective date of the change. The most recent change entered will take precedent.
Point	Review and ensure this is the correct salary point.
Multiplier	Used to calculate individual’s salary. In most case this will match the current FTE unless the individual is on long term absence
Reason	Select ‘Correcting error’
Comments	Provide details of the correction which will be visible to the pay approver and your payroll officer.

When applying changes to an employee’s multiplier around the same time as the annual increments process, it is advisable to follow these rules:

If the start date of the change predates the increment due date, then enter the change into PeopleXD at least 2 days before the increment is due.
If the start date of the change is on or after the increment due date, then allow the increment to be applied first and then come back and make the subsequent change.

Consider if further updates are needed, eg allowances, cost allocation etc.

Follow this guide to make corrections to incorrect appointments, salaries or allowances