April 2019 bulletin

Hours on payslips

This is a reminder of the new legislative requirements that will take effect for May payroll:

Casual Spreadsheet

Minor amendments have been made to the Casual Payroll Submission Spreadsheet.  Some pay codes formerly paid as a cash value have been removed, to meet requirements for payments to be displayed in an hours and pay rate format.  Those most affected by these amendments have been contacted directly. The updated version is available from the Payroll website.

A message has also been added to the spreadsheet, highlighting that rates of pay above the top of the pay spine may be queried. Those completing the spreadsheet should be mindful that the hourly rates recorded will be displayed on the recipient’s payslip. 

Temporary or ad-hoc payments

An amended version of the Overtime/Other Temporary Additional Payments form is available from the Payroll website.  Payments previously recorded as cash values (Consultancy, Invigilating, Lecturing, Teaching, and Demonstrating) will need to be recorded as hours and pay rate. Departments currently using a spreadsheet for these payments will be contacted directly by the Payroll team.

Payslip changes

Staff receiving payments that vary by the amount of time worked will notice some changes to the content of their payslips.  An updated version of the ‘Understanding your online payslip’ guide will be available on the Staff Gateway page soon.

Further information, including on pay policy changes, can be found in the Personnel Circular

25-29 April: ‘At risk’ time for Data Centre move

During the period Thursday 25 April to Monday 29 April 2019 inclusive, there will be a physical move of Data Centres between the Beach Data Centre in Oxford and the JISC Data Centre in Slough.

Throughout this time the interfaces that update Cost Centre/Project codes and SSO/Card information will be switched off; therefore no automatic updates will be made to this information until 30 April 2019.

Although there is no planned downtime and it is expected that that CoreHR will remain available throughout the relocation work, we have been advised that the service will be running “at risk” during this time. System performance may be impacted during this period so it is advisable to save your CoreHR work on a more frequent than usual basis.

 

Action for HRIS Guardians

This is a reminder for HRIS Guardians to run Discoverer report SECSUP53 – User Access Report to complete the annual review of user access to the HRIS system.

If you are a Guardian and have not yet reviewed your report and responded to us, please do so as soon as possible. If you do not think you will be able to provide a response by the end of the month, please email hris@admin.ox.ac.uk. Please also use this email address to get in touch if you have any questions.

 

HRIS Data Services

HRIS Data Services is a central team providing support for the use of CoreHR across the University.  This includes data entry in the Core Personnel module for departments (predominantly in Humanities) adopting the Data Services model of use.  The team also support a range of centrally managed processes on CoreHR, such as data quality activities, TUPE transfers and organisational re-structures.  Where capacity allows, HRIS Data Services may be able to provide short-term cover or support to new departmental users with CoreHR.  Ability to provide support would depend on a range of factors, such as timing, operational impact and urgency of the request.  If you would like to have an initial conversation about possible support options, please contact Tom Lake, HRIS Business Advisor (ext. 84917).

CoreHR Upgrade Project: a reminder of potential dates for system downtime

As detailed in our email to all users on 9 April, the CoreHR Upgrade project team recognises the need to give departments as much notice as possible of any planned system downtime to allow you to plan your recruitment activity.  Therefore, while we are not currently in a position to confirm system downtime dates for the upgrade, we would like to share with you our current expectations for when the switchover will occur.

  • To minimise risk to payroll, we will always aim to schedule downtime to follow immediately on from the supplementary payroll deadline where possible.
  • At this point in time, we still have a small number of critical defects related to Discoverer reports identified through our testing activity that need to be resolved before go-live. We can only, therefore, give an indicative date for the expected downtime at this stage.
  • A go-live after the May payroll has been run is currently considered the most realistic option by the project team. Dates for the system downtime would therefore be:

- From 4pm Friday 24 – Friday 31 May inclusive, immediately following on from the standard two-day no user input period of Thursday 23 and Friday 24 May

It is advised that where possible you do not set any vacancies to close during the above period.

As soon as we are confident that all issues are resolved and we are in a position to firmly commit to a switchover date, we will confirm this to all users. We aim to provide a minimum of four weeks’ notice.  We will also communicate revised dates and booking procedures for our webinars as soon as we have a confirmed go-live date.

Support available to departments

Recruitment: If avoiding a job vacancy closure during this downtime period would cause significant disruption to your recruitment activity, please contact the project team at corehrupgrade@admin.ox.ac.uk.

Payroll: We are working with the Payroll Team to agree an extension to the casual payroll deadline once the downtime period is known. This will be communicated to all users as soon as possible.

In really exceptional cases, for example staff absence or unpredictably high levels of payroll activity, the project team may be able to offer some support with payroll processing (both main and/or casual). Details for this will be communicated once the downtime period has been confirmed.

Thank you, as always, for your patience and cooperation. If you have any questions, please email the project team in the first instance, at corehrupgrade@admin.ox.ac.uk.

P60s

P60s for 2018/19 are available now for all University employees via HR Self-Service, from the HR Self-Service Staff Gateway page.

Please also note the following important points:

  • Many employees are still unaware that they can view and print their P60s online by logging in from the HR Self-Service Staff Gateway page, which includes an Employee Self-Service How-To Guide to support employees in navigating the system. Please include this information in your next departmental update or via noticeboards.
  • It is each department’s responsibility to keep employees’ home addresses up to date. Employees contacting the Payroll Team with requests for address changes after reviewing their P60 address data will be directed back to their local HR Teams. Please remind employees that they can update these details by logging into HR Self-Service.
  • The paper P60s will be sent out by the statutory deadline of 31st May 2019; please ensure your staff know they are coming, so that they can collect theirs and keep it safe.
  • Please emphasise to your staff that this is an important document, and that they should keep their P60 every year, not just the latest one. P60s are often required for mortgages, self-assessment, means testing, Foreign Office processes etc. This applies to both paper copies and printed copies from HR Self-Service.

 

Message from Finance Division - Annual KPMG Audit

KPMG, the University’s external auditors will be carrying out their annual interim audit of the University during the 2 weeks from 15 April 2019. As part of this audit, KPMG will want to take a sample of CoreHR data relating to starters, leavers, amendments to standing data and payroll changes as they have done in previous years and in order to check it to back-up documentation which is often held in the departments. They will also review any material redundancy packages.

KPMG have the right under their audit terms with the University to ask for this information as it could affect the accuracy of the financial statements; they also have a confidentiality agreement with the University. HR officers are asked to respond promptly to all queries asked by a member of KPMG, who will all have a “kpmg.co.uk” email address.

Finance will aim to obtain in advance the departments that KPMG intend to pick their sample from, pre-warn you of the need for information and provide details of the auditor who will be in contact. Information should be sent securely to KPMG to comply with GDPR.

Any questions or concerns about this audit should be directed to Charles Morgan, Payroll Manager, or Ben Heath, Group Financial Controller.

Data Quality

Clear Data Quality Validation 2018-19 reports by 23 May

Please run and clear all red error messages from the data quality reports:

  • HRINFO01 Data Quality Validation 2018-19
  • HRINFO20 Casual Worker Data Quality Validation 2018-19 and
  • HRINFO21 Vacancy and applicant data quality 2018-19

The HR Analytics Team website provides guidance and the team can be contacted on hris.dataquality@admin.ox.ac.uk if you have any new queries to raise.

Each month the HR Analytics team will contact departments which have the highest error counts in the HRINFO01 report output across the University to find out where we can help administrators to get all the errors resolved.

Checking the ‘Academic Title’ UDF in Core

The ‘Academic Title’ UDF is available to report on in PERDEP22_Academic Title.

The QRG: IP12 Academic Title (451kb) contains a matrix in the Appendix which indicates who is responsible for updating academic title information and in which circumstances. Responsibility lies with the Divisional HR Team for those appointed to a Statutory Professorship or with the HRIS Data Services for Titular Professors awarded via the Recognition of Distinction process. Titular Professors awarded via the Senior Appointments Panel are keyed by departments and divisions. Even if the team responsible for data entry given in the matrix is not the ‘Departmental or Divisional CoreHR administrator’ the department or division should instruct and follow up with the relevant team if academic title information is missing or incorrect.

We advise that you:

  • run the PERDEP22_Academic Title report to identify missing/incorrect information
  • familiarise yourself with the titles, their conferral process and the team responsible for data entry
  • add/correct the information where you have responsibility to add or update the Academic Title UDF
  • instruct and follow-up with the HRIS Data Services where amendments are to be made by these teams

As the titles of Statutory Professor and Titular Professor in the ‘Academic title’ UDF are used in central reporting to place employees into the Academic Professor group for Athena SWAN, it is important to check that all academic titles are recorded correctly in accordance with the QRGThis will enable accurate reporting in Athena SWAN applications. Correct recording of the ‘Titular Professor’ title also assists in the annual HESA staff returns. Therefore, it is important that you review your data regularly and check that no titles are missing.

Recording Immediately Previous Employment

This item is capturing the activity that the employee was doing immediately prior to starting employment with the University of Oxford into a Chancellors Masters and Scholars (CMS) contract. Although it is called ‘Immediately previous employment’ in CoreHR, it is actually recording the activity (nature of employment, career break, being a student) that the person was involved in prior to being employed. Three key reminders for ‘Immediately Previous Employment’ which are summarised in the previous employment guidance are as follows:

  • Recording study

For time spent as a student the ‘Industry Category’ codes available depend on whether the study took place in the UK or in an overseas country as follows:

 

Industry Category

Guidance on use

07 STUDENT IN UK

Attending school, college or university as a student in the UK. Includes postgraduate students (i.e. Masters, PhD/DPhil).

08 STUDENT IN AN OVERSEAS COUNTRY

Attending school, college or University as a student outside the UK. Includes postgraduate students (i.e. Masters, PhD/DPhil).

 

Do not complete ‘Company Category’.

  •  Dealing with multiple entries

New starters via e-recruitment may have multiple rows of employment history in CoreHR – this data is input by the applicant at the recruitment stage and is automatically pulled in to the person’s record. Departments are only required to code ‘Industry Category’ and ‘Company Category’ for the employment history entry that ends most recently prior to their start date with the University. All other previous employment entries do not require ‘Industry Category’ or ‘Company Category’.

 Review the e-recruitment employment history for accuracy, completeness and end dates. The employment history input by the applicant may not take the individual up to the date at which they start with the University of Oxford. In this case you should check their 'activity' for the 'missing' time period with the employee and input the missing information.

  •  Company Category

 Company Category should be left blank unless Industry Category is:

¨        01 ANOTHER HEI IN UK or

¨        35 OXFORD COLLEGE.

Retired reports

The below list of training reports have now been removed from the reports catalogue, this is following on from feedback received that these reports are no longer being used.

  • TRNPRO01 - Candidate Lookup
  • TRNPRO05 - Training Bookings by Employee or External
  • TRNPRO20 - Course Descriptions
  • TRNPRO20 - Course Descriptions (inc Elements)
  • TRNPRO21 - Trainer Details
  • TRNPRO22 - Course Elements Details
  • TRNPRO40 - Closed Course Descriptions
  • TRNPRO46 - Location Detail
  • TRNPRO47 - External Person Details
  • TRNPRO49 - University Locations Addresses

Easter closure arrangements reminder

The HRIS Support Centre will be closed from 5pm on Wednesday 17 April until 8.30am on Tuesday 23 April 2019. CoreHR will be available to users and applicants during this time. Please be aware however that the supplementary deadline day and start of the ‘no user input’ days fall during this closure period. The payroll team will be available on Thursday 18 April for any urgent queries regarding supplementary input.

Support for applicants

A message will be placed on the University’s Jobs and 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 availability of the online recruitment system.

Staff requests and adverts

Please note that Personnel Services will also be closed during this period.  Staff requests will not be processed from 12.00 noon on Wednesday 17 April until Tuesday 23 April.

Any adverts submitted will now be posted after the Easter closure period.

 

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 - 17.00 

Deadlines for Personnel users: May payroll

Please also refer to the May 2019 Payroll Cycle Diagram (PDF)

 

DATE(S)  DEADLINE EXPLANATION 
Thu 18 April - 5pm April supplementary payroll deadline Any changes which affect payroll but do not require payroll action/ approval, must be entered and approved within the department by this deadline in order to be included in April's payroll run.
Fri 19 to Wed 24 April No user input Two clear working days are required during which users cannot enter data into the personnel module and navigation to menu options under “Core|Personnel > Maintenance” should be avoided, to enable the payroll to be run (all other modules are unaffected).
Thu 2 May Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 8 May. Staff Requests received after this deadline are not guaranteed to be processed by the standard payroll deadline. The usual turnaround timings for gradings apply (ten working days).
Fri 3 May Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wed 8 May HRIS Data Services users only: Data Services admin deadline Data Services payroll forms should be submitted to the HRIS Data Services team by this deadline. This is to ensure sufficient time for the team to process them for the payroll deadline and resolve any queries.
Wed 8 May Support requests for May Requests for assistance associated with actions for this month's payroll deadline should be received by the HRIS Support Centre by this date. This is to ensure that sufficient time is available for the team to address your queries.
Fri 10 May - 5pm May payroll deadline All changes which require payroll action/approval must be entered and approved within the department by this deadline in order to be included in this month's payroll run.
Wed 22 May May supplementary payroll deadline Any changes which affect payroll, but do not require payroll action/ approval, must be entered and approved within the department by this deadline in order to be included in this month's payroll run.