April 2025 bulletin

News and updates

Details of upcoming Main and Casual payroll deadlines can be found on the Payroll website.   

Visit the Payroll deadlines and cycles page to learn more about the monthly payroll cycle, including the key monthly payroll dates for People Management users. 

Visit the Payroll website

Overview of data quality, by division

 

erroneous data 20204vs2025

These figures are based on the number of appointments with errors. The statistics already indicate that the error rate is significantly lower than it was at this time last year. This is fantastic, thank you for your continued efforts!

P60s for the tax year 2024-2025 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.

Following the introduction of the new Statutory Neonatal Care Leave and Pay scheme (NCLP), which is a new entitlement to additional leave in the event that the employee's baby is admitted to neonatal care for seven days or more within the first 28 days following birth, our user guidance has been updated to include instructions relating to new action and reason codes for recording this in PeopleXD, please refer to Make appointment and salary changes.

Further guidance on the scheme and eligibility is available on the HR Support webpages. HR Support team will include further policy information about the scheme at their next HR Policy briefing on 21 May at 11.00. Register for the Trinity term HR Policy briefing

  • HR Reporting downtime: Tuesday 29 April 2025 - 07:00-08:00
  • HR Systems briefing: Tuesday 29 April 2025 - 10:00-11:00 
  • People and Finance Service Transformation webinar: Tuesday 6 May - 11:00-12:00 - see item below
  • HR Reporting downtime: Thursday 15th May 2025 - 08:00-09:00
  • HR Policy briefing: Wednesday 21 May - 11:00-12:00

Reminders

To request to be added to any of the regular HR communications shared by central teams, please follow the instructions outlined on the HR communications webpage.

When recording job titles in the Job Description field in PeopleXD, enter only the actual job title, and as advertised, if applicable. Do not enter individuals' names or any other information, such as FTE. Avoid acronyms, unless this is absolutely necessary and was included in the advertisement.

This field is used in external surveys; our team spends extra time removing such additional information to ensure individuals cannot be identified.

Please ensure that Payroll Costing Reports (PCRs) are downloaded within the 6 month window of opportunity. If you require copies of historical PCRs, please check with your local finance team to see whether they have previously been download and saved to a secure location before contacting UAS HR Reporting.

Project updates

Please see the updates below from the WFM project team:

We’re very excited to announce that from the 28 April 2025, all University staff will be able to access the brand-new PeopleXD Mobile App.  

Via the App staff will be able to:

  • Access and update some personal details  
  • View and download Payslips   
  • Participating departments only:
    • request annual leave
    • approve annual leave
    • view annual leave balance 
    • view absences
    • access roster information   

Refer your staff to the guidance on Downloading and using the App.
 

We are delighted to announce that pilot departments of GLAM have successfully gone live with the Rostering functionality. The first rosters have been published this month; rostered staff will now be able to access their rosters via the new Mobile App (more info on the App above).  

The feedback received has been positive and surveys will be sent out to participating staff in late May to gauge experience and gather insights for future potential improvements.  

Departments yet to go live with the Leave and Absence functionality will have received an email this week with a survey about preferred WFM Leave and Absence launch. If you have received this email please complete the survey by 1 May 2025. 

If you would like to know more or have questions about any of the above initiatives, please get in touch via workforcemanagement.project@it.ox.ac.uk  

Following wide engagement through a series of focus groups held in Michaelmas term, the People and Finance Service Transformation programme has continued its work on developing the programme approach, understanding benefits and agreeing key priorities. PFST is an ambitious programme of work to improve, modernise and future-proof our People and Finance services. 

Staff are invited to attend a webinar on Tuesday 6 May 2025 11:00-12:00, where the programme sponsors Katherine Gardiner, Renu Gupta and David White will reflect on what we have learned so far, share next steps and answer your questions.

Book your place

Updated user guides, documents and reports

A new version of the HRINFO01 Data Validation report has now been released. The update focuses on improving error messages, making them clearer and consistent with the labels of data items in PeopleXD. The Data Quality Clearing Errors webpage has been updated to reflect these revised error messages.

Guide Update
Download and use Mobile App Relevant guidance has now been updated, including videos. See item above.
Make appointment and salary changes Updated to reflect introduction of Neonatal Care Leave. See item above.
Appointment, salary and allowance corrections Guidance added on Research Grade corrections.

Rostering (participating departments only)

  1. View roster and set availability - for rostered staff 
  2. Manage staff rosters - for roster supervisors
 Relevant guidance has now been updated, including videos.
Apprenticeships guide Reminder to work with the training provider and apprenticeship team to develop your job description and advert.