April 2023 bulletin

May payroll deadline - Tuesday 9 May

Please view the upcoming Main and Casual payroll deadlines on the Payroll website

To understand and view all other key payroll-related dates for People Management users visit the Payroll cycle and deadlines webpage.

News and updates

You are invited to provide feedback on the HR Systems bulletin via short online survey. Your feedback will help to identify any potential improvements for the bulletin. 

Please complete this short survey by 19 May 2023, click here to start. Thank you in advance for your time!

Thank you to those of you who joined us for our latest support session. For those who were unable to join us, a recording of the session is available to watch at: HR Systems support session - 30 March 2023.

A number of you raised questions during the session, for which we have now provided the answers which were shared by email with all users on the 19 April. This advice has also been incorporated  into the FAQs and further help webpage, for future reference.

P60s for the tax year 2022-2023 are now available for staff to view in HR Self-Service. A temporary message to notify staff of this has been placed on the HR Self-Service landing page. Please help to make staff aware by sharing this message as widely as possible.

We would like to advise you of a possible disruption to user support provided by the HR Systems Support team, on Wednesday 26 April and Tuesday 2 May. 

This is due to the HR Systems team undertaking an office move, which will take place on the days when the team are physically located in the office and will therefore impact the team in the afternoon of Wednesday 26 April, and in the morning of Tuesday 2 May. 

We will endeavour to respond to any urgent queries without delay during these windows, but there may be a delay in our response time. We thank you in advance for your understanding and cooperation during this period.

Important and regular reminders

Work groups (a system term for teams) determine which staff records Self-Service Managers see in HR Self-Service. They are also used to assign permissions to approve timesheets and holiday requests, and record sickness absence (applicable to those departments who adopted Time Management as part of our pilot). 

It is essential that your department’s work groups are regularly maintained and the correct Self-Service Managers allocated, to ensure compliance with GDPR. This will also enable smoother transitions for adopting the leave and absence functionality in the future. 

How do I check my work groups?
To view the current list of your Self-Service Managers and work groups, please run the PERDEP16 HR Self-Service Work Groups report. To create a new work group or make changes to an existing work group, complete a Service Request form

Unfortunately, the Target End Date error counts have increased in the past month:

Number of appointment records with an error message  Percentage Change
Report  March 2023  April 2023  
HRINFO01 149 187 2.6% increase
HRINFO20 4534 4656 2.7% increase

Please refer back to the guidance in the March 2023 bulletin for instructions. If you need further guidance on how to clear the errors email hris.dataquality@admin.ox.ac.uk. (Please provide Person Reference & Appointment ID and a description of the issue.)

Currently there are 658 staff records that have the Academic teaching and/or research subjects missing from their record in PeopleXD.

Please run the HRINFO01 Qualifications and Subjects report and clear any errors with the message “Academic Discipline UDF is missing”. We need the best dataset possible for this year’s HESA return so please complete this task by 22 May.

Guidance: New starter UDF scenario Factsheet (p4) and Academic subjects taught and/or researched

For further guidance or help please contact hris.dataquality@admin.ox.ac.uk

The Personnel Administrators’ mailing list is used by the HR policy team to share the termly HR newsletter and other important announcements. To join this mailing list, email the HR Systems Data Services team at hrisdata@admin.ox.ac.uk with name, email address and department, and if applicable the name of the person being replaced.

For more information visit the HR communications webpage.