February 2020 bulletin

News and reminders

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We are currently preparing for the annual tax year-end updates on CoreHR. Each year this requires software to be tested and applied to the system to ensure that the University can fulfil its statutory payroll reporting obligations. The Payroll team need to be confident that all statutory year-end reporting can be completed accurately and on time. 

In previous years we have had to schedule two full days of system downtime following on from the standard two days of no user input, in order to deliver the software and configure the system for the new payroll year.  Since moving CoreHR into the cloud we are able to benefit from faster out-of-hours delivery of the software, which has reduced the amount of downtime required by half.

To achieve this, it is necessary to schedule a period of system downtime and restricted access to the back office.  We are exploring options for minimising the impact on users of the system, with the planned schedule as follows: 

  • Tuesday 24 March - standard “no user input period” for Core personnel users.
  • Wednesday 25 March - standard “no user input period” for Core personnel users during working hours.  There will be an hour of full system downtime at 21:00, which will affect all modules of the CoreHR Back Office and Portal, including the applicant portal.
  • Thursday 26 March - extended “no user input period” for Core Personnel users, with restricted access to the back office.
  • Friday 27 March - subject to successful implementation, users will have full access to the system returned.
Implications for users                             
  • Recruitment: A message will be placed on the jobs and vacancies web pages to inform applicants of the downtime on 25 March. Please ensure that when placing new vacancies you avoid closing them on these dates.
  • HR Self-Service: HR Self-Service will also be unavailable during the full system downtime, which will be noted on the Staff Gateway page.  
  • Payroll costing report: It is likely that the payroll costing reports will be distributed slightly later than usual. However, we expect to be able to meet our commitment to providing these within three days of completion of the payroll run.

As always, we will aim to keep the duration of any downtime and restricted user access to an absolute minimum.  Full details will be sent to users before the downtime takes place.  If you have any questions regarding the above downtime or no user input period, please do not hesitate to contact the HRIS Support Centre.

The payroll deadline for April will be Wednesday 8 April 2020, in order to accommodate the Easter break. Details of upcoming Main and Casual payroll deadlines can be found on the Payroll webpages.  The April Payroll Cycle diagram (published in the March Bulletin) will provide a full breakdown of payroll dates.

HRIS Support Centre availability

The HRIS Support Centre will be closed from 5pm on Wednesday 8 April until 8.30am on Tuesday 14 April 2020. CoreHR will be available to users and applicants during this time.

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. Please be aware that behind the scenes, the support team will be monitoring the availability of the online recruitment system.

Staff requests and adverts

Please note that University HR will also be closed during this period. Staff requests will not be processed from 12.00 noon on Wednesday 8 April until Tuesday 14 April.

Adverts that require posting on jobs.ac.uk before Easter will be accepted until 12.00 noon on Friday 3 April 2020. Adverts for the University site only will be accepted until 12.00 noon on Tuesday 7 April 2020.


As noted in the recent all-staff email, employees can now view REF information via HR Self-Service.  Visibility of this data for relevant staff groups is essential to REF preparations.  Guidance on how to access the information is available on the University's Research Support webpages. The guidance is available as a document on the right hand side of the page.  If you have further queries, please direct these to the REF team: refinfo@admin.ox.ac.uk


Projects update

As a reminder, we recently communicated in a special go-live edition of the CoreHR Upgrade newsletter (sent on Wednesday 5 February), all the information in preparation for the phase 2.1 go-live. This included the actions that need to be taken by Recruitment users. If you have not already done so, please read the newsletter to ensure you are prepared for go-live on Wednesday 19 February.

Completion of eLearners

Due to the issues experienced with the University’s online course booking system at the end of last week (since resolved), the deadline for completing the Recruitment eLearners has been extended to Friday 21 February. However, we would be grateful if users could aim to complete the first two courses, ‘1. Introduction to HRIS CoreHR’ and ‘2. Recruitment navigation’, before using the Recruitment functionality in the Portal.

Who needs to complete the training?

Recruitment administrators (ie those with full edit rights) are required to complete all seven Recruitment eLearners. Please contact corehrupgrade@admin.ox.ac.uk if you need to discuss the given deadline.

Recruitment read-only users are advised to complete the first two courses only; ‘1. Introduction to HRIS CoreHR’ and ‘2. Recruitment navigation’.

If you only use Staff Requests (including approving Staff Requests), this training does not apply.

If you have any questions, or did not receive the newsletter, please contact us at corehrupgrade@admin.ox.ac.uk.


Payroll Corner

It is important to ensure that employees keep their home address details up to date. Home addresses are stated on the P60 employees receive every year. Employees should therefore check and, if required, update their home address via HR Self-Service before the end of March, in time for the next round of P60s. Employees can access HR Self-Service by logging in from the HR Self-Service Staff Gateway page, which includes an Employee Self-Service How-To Guide to support employees with updating their details and navigating the system.

It is also important that employees notify HMRC of any changes to personal details, including home address, as these are not updated automatically. It is an individual’s responsibility to notify HMRC of any changes. Please visit the HMRC website for more details. Tier 2/4/5 visa holders may also need to inform police of a new address as part of their visa conditions.

Update from the HR Analytics Team

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Report name Action required
HRINFO01 Data Quality Validation 2019-20

During February the HR Analytics team will be in touch with CoreHR users where any Immediately Previous Employment or Previous HE Employment (UDF) data is missing or other errors exist, asking users to supply/correct data as appropriate. You can identify and remove any existing missing/incorrect data issues using the HRINFO01 report.

For additional details about the report, refer to HRINFO01 Data quality validation report.

HRINFO20_Casual Worker Data Quality Validation 2019-20

Clear validation errors for all casual worker and casual teaching appointments active for any period from 1 August 2019 in a timely manner.

HRINFO20 Casual worker data quality validation report now gives additional details about the report.

HRINFO21 Vacancy and applicant data quality 2019-20

Clear validation errors for all vacancies posted externally on or after 1 August 2019 in a timely manner.

For additional details about the report and guidance on adding missing Applicant Status history, please refer to HRINFO21 Vacancy and applicant data quality report.


For guidance on making the indicated changes to clear the data anomalies, highlighted red and amber in the report, please refer to data quality in the first instance.

If you need assistance making data changes or running any of the above reports, contact the HRIS Support Centre: hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

Contact the HR Analytics team on hris.dataquality@admin.ox.ac.uk if you have any queries relating to these reports; give the Person Reference number, (and appointment ID if the individual is on more than one contract), for queries relating to appointment records; provide the Vacancy ID for queries relating to clearing errors from the HRINFO21 report.

Report name  Report


The HR Analytics team have updated, and are adding hints and tips to, the existing content in the HR Analytics web pages. The Immediately previous employment webpage now includes hints and tips, and a new section covering internal transfers. The Previous HEI employment webpage has also been reviewed and updated. Please refresh these web pages by pressing Ctrl & F5 simultaneously.

Please continue to email hris.dataquality@admin.ox.ac.uk with particular data entry difficulties and/or areas of confusion. The HR Analytics team will collate responses and work to provide answers in hints and tips sections on our web pages.

The HESA 2019-20 staff return includes some changes you need to be aware of.

Academic Teaching Qualifications:

Teaching qualifications are collected for HESA for all employees with a responsibility for teaching. The information is currently collected on the New Starter Data Collection form. New codes are being introduced and some existing codes will be discontinued. CoreHR users do not need to make any changes to existing records – this will be dealt with by the HR Analytics team. However, please be aware that a revised New Starter Data Collection form will be released shortly, so please make sure the new form is in use as soon as it is introduced – this will be announced nearer the time and via this bulletin.

Academic Discipline taught and/or researched:

This data is collected for all employees with a responsibility for teaching and/or research and is also currently collected via the New Starter Data Collection form. HESA are introducing a new coding structure this year. The information is currently stored in the Qualifications area of the Personnel module, but this will be changing. For existing employee records in CoreHR the HR Analytics team will attempt to map existing information to the new coding structure where possible. Where this is not possible departments will be required to assist with some of the mapping and data input. Where your assistance is required the HR Analytics team will be in touch, and we currently anticipate that this exercise will take place in May this year. Updates on progress will be included in future bulletins.

HRIS user support

Contact details for the team are: hr.systems@admin.ox.ac.uk or tel: 01865 (2)87900.

This month's deadlines

Please also refer to the March_2020_payroll_cycle.pdf

Fri 21 to Mon 24 Feb 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 Mar Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 27 February. 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 Mar 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 Mar 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 Mar Support requests for March 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 Mar - 5pm March 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.

Mon 23 Mar

March 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.