HR Systems Data Service forms

The following forms are for use by departments which have service agreements in place with HR Systems Data Service to update and maintain staff records in People Management

Please note that where a new appointment is required, all departments are first required to raise a staff request. Refer to the Staff Request and Contract Decision Matrix (PDF) for further guidance.

 

Form Description

Casual Process for HR Systems Data Service users (DOC)

Casual Process guidance for HR Systems Data Service Users.

Casual Worker New Appointment Form (XLS)

Used to provide information on setting up new Casual/Casual Teaching appointments.
Casual Leaver Form (XLS) Used to provide information on ending Casual/Casual Teaching appointments.
New Starter Checklist with Data Services Support (DOC)

For use by departments adopting the standard HR Systems model of use, where data entry assistance is required. Use in conjunction with the New Starter Data Collection form.
New appointment form (XLS)

Used to provide information on new appointments, including:

  • New starters (please also complete a new starter data collection form).
  • Transfers.
  • Regrades.
  • Additional appointments.
  • Secondments.
  • Rehires (please also complete the new starter data collection form).
Change request form (XLS)

Used to provide information on changes to appointment, working arrangements, and personal changes including:

  • Changes of hours.
  • Extending a fixed term contract.
  • Change in funding.
  • Allowances.
  • Long term leave and absence.
  • Home and Payslip address changes
  • Bank details changes
Leaver and transfer form (XLS) Used to provide information on staff leaving your department, including leaving the University altogether and transferring to another department.
EJRA Form (XLS)

Used to provide information on staff who have requested to work beyond the EJRA.

Please refer to https://hrsystems.admin.ox.ac.uk/files/scenariofactsheet-ejrapdf when completing this form.
Non-Employee Appointment Form (XLS)

Used to provide information on non-employees in your department.

Please refer to the following guidance when completing this form:

https://hrsystems.admin.ox.ac.uk/files/scenariofactsheet-non-employeeinclagencytitularapvisitorpdf
 

Used to provide information on non-employees (agency workers) in your department.

Please refer to the following link to access the agency forms: https://hr.admin.ox.ac.uk/agency-workers
Right To Work List B Update (XLS)

Used to provide information on repeat checks for staff with List B right to work status.

Please refer to https://hrsystems.admin.ox.ac.uk/files/righttowork-scenariofactsheetpdf when completing this form.
Outside Appointments Form (XLS) Used to provide information on staff who have Outside Appointments.
TUPE (DOC) Used to provide information on TUPE Transfers In.
Reward & Recognition (XLS) Used to provide information on staff receiving the Reward & Recognition Scheme.
Personal Service Company (XLS) Used to provide information on Personal Service Companies
Temporary payments, Overtime and monthly claims Contact Payroll directly.
Salary advances Contact Payroll directly.