January 2020 bulletin

News and reminders

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As reported in the December bulletin, the Casual Payroll Project, which is part of the Focus Programme, is running a series of workshops for staff involved in the Casual Payroll Process. A recent workshop identified a number of changes that would improve the user experience of the Casual Payroll Submission Spreadsheet (CPSS). These changes include:

  1. An increase to the number of rows.
  2. Totals for Hours and Amount paid.
  3. Inclusion of an Equivalent Annual Salary field.
  4. Improvements to the validation of pay rates.
  5. Buttons which generate new tabs, containing subtotals and a full copy of data.
  6. Clarification and simplification of Pay Code formats.
  7. A reminder message that receipts should be provided for reimbursable expenses.

More details of the changes can be found in the document Casual Payroll Submission Spreadsheet – changes in Dec 2019.

The new version of the CPSS is available to download now from the Casual Payment Process webpage (right hand side). The CPSS is now stored on SharePoint, so you will need to use your Single Sign-On (SSO) to access it. Additionally, you will see a yellow ribbon which says ‘Check out required’ – when you click on this you will see a message ‘This file could not be checked out, click OK to open a read-only copy’. You will then be able to use the updated sheet.

We would also like to take this opportunity to remind you that if you are pasting data into the Casual Payroll Submission Spreadsheet, please use the option ‘Paste Values’, the icon for which is a clipboard with ‘123’ on it. This means that the formulas in the sheet remain, and can validate your data correctly.

The Focus Casual Payroll Project would welcome your feedback – if you find these changes useful, or have additional suggestions for how the sheet could be amended further, please contact martin.mcgovern@devoff.ox.ac.uk.

All records need to be setup on CoreHR with a value in the forename and surname field, in order to meet HMRC and reporting requirements.  Occasionally however users may be required to set up an individual who only has a single name.  In this circumstance, you should record ‘XXX’ in the forename field, then record the individual’s single name in the surname field.  This approach has been agreed for all future cases, so does not need to be applied retrospectively. 

You may notice that when viewing an advert on the main Oxford University Jobs website the URL displayed is quite long.  Should you wish to share a much shorter direct link to one of your adverts you can use the ‘Copy URL’ button available within the vacancy record of CoreHR.  To access this, open your vacancy via Recruitment > Recruitment Maintenance > Vacancy Detail > search and open your specific vacancy > select Vacancy Profile from the Select Detail menu > click on the Other Details tab > The Copy URL button at the bottom of this screen will be available whilst your advert is live. 

Alternatively, you can use the following URL replacing the last six asterisks with your specific vacancy ID:  https://my.corehr.com/pls/uoxrecruit/erq_jobspec_details_form.jobspec?p_...

 

Projects update

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In late February 2020, the CoreHR Upgrade project team will facilitate the migration of the Recruitment functionality from the Back Office to the Portal (phase 2.1). Two project newsletters have been produced to prepare CoreHR users for this change. The first (circulated 16 January) outlines the changes being made to the CoreHR training programme. This edition details the training that existing users must undertake prior to go-live as well as provision for new starters. The key items from this newsletter can be accessed from the project microsite hrsystems.admin.ox.ac.uk/corehr-upgrade-newsletter.

The second newsletter (to be circulated w/c 3 February) will focus on preparing all CoreHR users for go-live, and will contain any key actions required by departments. Please read these newsletters carefully, particularly if you are a user of the Recruitment functionality (or if you will have any new starters joining you in the coming months who will be using this functionality of CoreHR).

If you have any questions, please contact us at corehrupgrade@admin.ox.ac.uk.

University employees have been able to access their payslips and P60s online since the launch of HR Self-Service in 2018, whilst still receiving paper versions of these documents. However, from June 2020 the University will cease the issue of paper payslips and P60s. A University-wide campaign is underway to prepare staff, including those with HR responsibilities, for this change and to assist with any enquiries that may arise.

The project team will be communicating with key contacts over the coming weeks to provide more information about this change, including timescales. In the meantime, if you have any questions please contact us at corehrupgrade@admin.ox.ac.uk.

Payroll corner

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The Finance Division has taken the decision to end cheques as a method of payment to employees.  From April 2020, Payroll will no longer be able to draw cheques (other than in exceptional circumstances). This is in response to stricter banking and checking procedures, both from the University’s bank and the employees’ own banks.  In addition, many of the new online banks cannot process cheques.

Departments must therefore ensure that they have input bank details on every new employee/Casual worker record during the initial set-up.  Please note that the Payroll Advance Request form has been amended, so that payments can be made direct to a new employee’s bank account from now on.  Any old forms should be destroyed.

Bank details are possibly the most important part of your input to an employee’s record. Any incorrect keying will result in that employee not being paid on time, as Payroll will not be informed of the error by the BACS system until payday at the earliest, and more usually a day or two later. Departments should ensure that procedures are in place to have the input of bank details checked for errors before the supplementary deadline.

A fraudulent email request recently resulted in a department changing an employee’s bank details. Users are reminded to take extra care when dealing with such requests. Please always check with your employee and do not reply directly to an email request, we recommend contacting the individual in person or by phone before enacting any bank account changes.

Update from the HR Analytics Team

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Report name Action required  
HRINFO01 Data Quality Validation 2019-20

Clear validation errors for all employee appointments active for any period of time on or after 1 August 2019 as soon as possible with a deadline to correct errors by Friday 31 January.

 

As an extract of employees in post as at 31 January 2020 will be taken for reporting purposes, the HR Analytics team will continue to contact all departments with a significant number of outstanding data issues.

 

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

 

Thank you to everyone who cleared their reports before the Christmas break.

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, 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.

As set out in December’s bulletin please continue to email hris.dataquality@admin.ox.ac.uk with particular data entry difficulties and/or areas of confusion; describe the difficulty encountered or the scenario which is causing issues. The HR Analytics team will collate responses and work to provide answers in this section of the bulletin.

With thanks in advance, the HR Analytics team.

New and updated documents and reports

Transfer and appointment decision matrix (PDF) Correction made regarding processing Personal Service Company records

HRIS user support

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 

This month's deadlines

Please also refer to the february_2020_payroll_cycle_diagram.pdf

DATE(S)  DEADLINE EXPLANATION 
Thu 23 Jan - 5pm January 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.
Fri 24 to Mon 27 Jan 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).
Mon 3 Feb Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 29 January. 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).
Wed 5 Feb Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Thu 6 Feb 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 Feb Support requests for Feb 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.
Mon 10 Feb - 5pm Feb 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.
Thu 20 Feb Feb 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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