August 2019 bulletin

August 2019 non-clinical staff pay uplift

The 2019 national pay uplift for non-clinical staff has been announced. The new rates will be set up in CoreHR on 23 August and will be visible and ready for use thereafter. The uplift will be implemented in the September payroll and backdated to 1 August 2019.  An updated Casual Payment Submission Spreadsheet will be available from the Payroll website from 6 September.  This version should be used for all casual payroll submissions after September payroll.

Full details will be communicated via Personnel Services Circular PERS(19)06 which will be available later this month.

 

Update to PERDEP01 Report

Work on this report has resulted in a number of changes that are now visible to users:

  • Faster running times, particularly when running for large groups of employees such as large departments, multiple departments, divisions and the whole University.
  • On the ‘Full data with cost allocations’ tab, users will now be able to view all staff members (formerly those without cost allocation details did not appear on this tab). A column entitled ‘cost allocation indicator’ has been added to assist users in identifying staff members without a cost allocation, and the allowance indicator has been removed.
  • The ‘Limited data set with cost allocation (A4 print)’ tab now also enables users to view all staff members, including those without cost allocations.
  • The ‘Summary totals by Division’ tab is now displaying correct totals for ‘Appointment Count’, ‘FTE sum’ and 'Headcount' columns.

 

Contract templates

As noted in the July HRIS bulletin, the Academic and Academic-related contract templates should reflect the increased contribution rates for USS pension scheme members. 

The CoreHR versions of these templates have now been updated and are available for use.  Users therefore no longer need to replace the previous ‘Contributions’ paragraph.

We are aware that the names of these templates have been capitalised in the letters menu, and have logged this issue with CoreHR.  The sentence casing in the templates however is correct.

Ending Casual appointments

This is a reminder to ensure that Casual appointments are ended promptly. It is the employing department’s responsibility to end casual appointments as soon as possible after the final payment has been processed (see below). The period of engagement should be no more than 12 weeks for casual workers and 12 months for casual teachers.  Further policy guidance on casual workers and teachers can be found on the Personnel Services  webpage.  Casual examiners may have longer appointments – please liaise with your local Exam Board Administrator to confirm the correct end date.  Further information on Casual examiners can be found in the July HRIS Bulletin.

Please note that the appointment must not be ended until after the payment spreadsheet(s) containing the final payment(s) have been uploaded to CorePay, i.e. until the end of the month in which the final payment is to be made.  The end date of an appointment must also not be earlier than the date entered in the week/period ending field for the final payment on the casual payment spreadsheet.

For further process guidance, please see the Casual Payment Process webpage.

Clear Data Quality Validation 2018-19 reports as soon as possible

As the deadlines for the REF2021, HESA staff return, Athena SWAN and Medical Schools Council surveys are looming, please run and clear all red error messages from the data quality reports as soon as possible:

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

As the HR Analytics team process data for the HESA staff return and Athena Swan datasets, you may be contacted with individual queries as in previous years.

Please note that:

  • unresolved HRINFO01 data issue in your department will delay the Athena Swan staff in post and leavers/turnover data release in Tableau for all users
  • vacancies with outstanding data quality issues shown in HRINFO21 at the end of August will not appear in the Athena Swan tableau recruitment workbook

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. If you have any technical problems making updates to CoreHR then contact the HRIS Support Centre: hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

 

Reminder to ensure all Academic Titles are recorded in CoreHR

Please refer to the update from the  July HRIS Bulletin.

 

Athena SWAN Tableau data update

The Athena Swan staff data Tableau dashboards have been updated as follows:

  • Maternity leave return and longevity information (5 years of data available for the academic years 2012/13 to 2017/18)
  • Ordinary paternity leave uptake (5 years of data on ordinary paternity leave uptake for the years 2012/13 to 2018/19)
  • Shared parental leave uptake (all available years of shared parental leave uptake available from the academic years 2013/14 to 2018/19)

Staff in post, Recognition of Distinction and leavers/turnover data will be refreshed by mid-October. The timing of the remaining refreshes depends on data issues being resolved in Core where highlighted via email or in the data quality reports (HRINFO01, HRINFO20 and HRINFO21), and on the progress of the HESA staff return.

If you require access the Athena Swan data in Tableau please follow the user access process.  If you have Athena Swan data queries please contact Tim Harris on athena.staffdata@admin.ox.ac.uk.

QRG updates

Minor changes have been made to the guides shown below e.g. corrections:

 

PANS0 Pre Arrival and New Starter Guide (PDF) Updated guidance on completing the White Book UDF
IP6 Tracking Changes and Correcting Records (PDF) New section added with guidance on ending UDFs 
CH1 Recording funding (PDF) Guidance added on ending the Source of Funds UDF when new entry is recorded 
CH26 Reward and Recognition Scheme (PDF) Guidance added on ending UDFs when adding a new record 
IP8 Maintaining Academic Staff Listing (Whitebook) Data (PDF)   New sections added with guidance on adding additional and ending UDFs

PA2f Transferring Within the Same Department (PDF)

PA2b Additional Appointments (PDF)

PA2d Appointing a Rehire (PDF)

New section added as a reminder to check employees UDFs  

 

Report updates

 

August bank holiday support arrangements

The HRIS Support Centre will be closed on the August Bank Holiday i.e. from 5.00pm on Friday 23 August 2019 until 8.30am on Tuesday 27 August 2019.

 

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: September payroll

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

 

DATE(S)  DEADLINE EXPLANATION 
Wed 21 Aug - 5pm August 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.
Thu 22 to Mon 26 Aug 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).
Tue 3 Sep Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 5 September. 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).
Thu 5 Sep Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Fri 6 Sep 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.
Fri 6 Sep Support requests for September 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.
Tue 10 Sep - 5pm Sep 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.
Fri 20 Sep September 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.

 

 

 

 

 

 

 
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