July 2020 bulletin

News and reminders

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Payslips and P60s are now accessed online-only via HR Self-Service for the majority of employees.

Checking your department’s exceptions data

‘Exceptions’ are individuals who, due to exceptional circumstances, should continue to receive paper payslips and P60s. You can view the exceptions recorded for your department by running the report: PERDEP23_Online Payslip Exceptions.

Need to make changes?

Please always refer to the exceptions criteria (available from the HR Self-Service FAQs) before recording a new exception. There is a separate process to support employees who require one-off paper documentation for visa purposes, and such cases do not qualify as an exception (see our FAQ for details).  

Any new temporary or permanent exceptions will need to be recorded in CoreHR. Please refer to Capturing online payslip exception data for guidance.  For Data Services users, the Change Request form has been updated and now includes a section to record this data. 

New starters

HR Self-Service has become an essential tool for University employees. With this in mind, please ensure that information about HR Self-Service is provided to all new starters, as part of the induction process, to ensure they understand how to access their pay documentation online. 

The expectation is that all new employees will have online-only payslips.  If there is a genuine exception, please refer to Capturing online payslip exception data for guidance on completing the Payslip Exception UDF.  The ‘New Starter Checklist’ has been updated to include this if required.

It is particularly important to check the name, which should match that provided on the employee's passport/right to work document in both cases. Where the name or other details do not match, this can cause the interface between CoreHR and the University Card system to fail, which in turn prevents successful set-up of HR Self-Service for new starters.

Single Sign-on (SSO) should be generated for new starters as a priority, to ensure they are able to access their first payslips. Once your new employee has received their SSO, you should ask them to check they are able to access HR Self-Service. If they receive an error message (e.g. 'something has gone wrong, no employee mapping found'), you should provide the employee's details (including SSO) to the HRIS Support Centre who will help to investigate and correct the issue. 

Process for leavers

Leavers will receive two automated email alerts to remind them to download their payslips and P60s from HR Self-Service. The effectiveness of these depend on the leave date being added to CoreHR in good time.  EA1 Ending Appointment(s) and the Leaver Checklist have been updated to reflect this. 

Plans for casual staff

Work is underway to give casual staff access to HR Self-Service, for the purpose of viewing their online payslips and accessing internal vacancies. Once this is in place, we will look to move as many casuals as possible to online-only payslips. In the meantime, they will continue to receive paper payslips.

Distributing the backlog of paper payslips and P60s

The backlog of paper payslips (resulting from the Covid-19 restrictions) will be distributed by the Payroll Team once they are able to do so, and the majority of departments are open to receive them.  If your department has any active casuals or exceptions, please ensure that their correct home addresses are held in CoreHR. Once confirmed, Payroll will update their payslip indicators, and send payslips to their home addresses.  
All P60s that were addressed to home addresses have now been distributed. 

Support

Any queries relating to online payslips should now be directed to HRIS Support Centre. Please remember that queries should come via the CoreHR user in your department, not from the employee themselves. Please advise employees to check the FAQs on the HR Self-Service webpage before you contact the Support Centre.
 

The University will implement the Oxford Living Wage for University employees and casual staff, with effect from 1 August 2020. The Oxford Living Wage is currently £10.21 per hour, and is reviewed in November each year.

University support staff will receive their incremental progression on 1 August 2020. A new spine point will be added to reflect the Oxford Living Wage, which will replace current spine point 10 (ie an annual FTE salary of £19,379).  All University employees whose salary remains below the Oxford Living Wage will then be uplifted to point 10.

A circular confirming the revised rates, to be used for adverts and appointments, will be distributed shortly.  Revised rates for casual workers will be published on the HR Support website by 6 August 2020.

 

Automatic increments are due to be paid for Support and technical staff from 1 August. Please read the following to ensure that the correct rate of pay is taken forward. 

How the process works:

The day the increment is due a new salary record is created automatically. This salary change does not need to be authorised - it will take effect unless it is overridden. After the increment has been applied the system will set the next increment due date for one year’s time unless the bar point has been reached.  Action required: 

  1. Undertake a data checking exercise of all records to ensure that the increment date is populated where required: The ‘Increment Due Date’ report will help you to identify any staff with no increment due date, records where the ‘increment on hold’ flag has been ticked which will prevent the increment from happening, or those without a future increment date. You will need to check if any of these records are incorrect and amend/update them if required. Note that in order for an employee to be eligible for an increment on 1 August 2020 they must have been in their current role since at least 1 May 2020. 
  2. Ensure the correct salary is approved prior to the increment date: The system will add one increment (where applicable) to the current approved salary on the day the job runs.  It is essential therefore, that you ensure that employees due an increment on 1 August have the correct salary approved as at 23:59 on 30 July. You should also ensure that any future dated salary lines with an effective date after 1 August 2020 have been set at the scale point the employee would be on following the automatic increment. You can use ‘Staff in Post’ report to check current salary data, and the ‘Monthly Personnel Changes’ report to check for any future dated salary changes, and to check the approval status for salary requests. 

 If you have any questions about this, please contact the HRIS Support Centre.
 

The EJRA questions used when advertising vacancies have been updated to include links to the latest EJRA guidance.  The updated versions (accessed via ‘Current Questions’) are automatically set to ‘Activate’.  You should select ‘Deactivate’ for any vacancy where these questions are not relevant, i.e. those below grade 8.  You can re-activate these questions, should you accidentally deactivate them.  The previous versions of the questions are still visible, but it is not possible to activate them.  Full details on setting up vacancies are available from the How-to guide.

Last month we introduced changes to the Staff Request process to support the Recruitment Protocol. A key feature of the new process is that a Staff Request must only be submitted for approval/rejection on the system once the case has been to the relevant panel. The Protocol Form and completed Divisional Protocol Checker must be attached to the request prior to submitting.

Since this change was announced, the Reward Team have continued to receive Staff Requests that do not include any evidence that the role has either been approved under the protocol or is exempt. In these cases, the Reward Team has no option but to reject the request and ask for it to be resubmitted with the relevant information.

To avoid unnecessary work and delay, please make sure you follow the new process, as detailed in the updated QRG.

Projects update

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On Wednesday 15 July, a CoreHR Upgrade project newsletter was sent to all CoreHR users. This included important information about the final phase of the project, which will upgrade CoreHR to version 28 and move Personnel (soon to be called People Management) to the Portal. Please read this newsletter for details of the go-live schedule and the steps we’re taking to prepare users, including the first in a series of system preview videos.

You should have also received a calendar invitation to join us for an online Q&A session to answer your questions about go-live. This will take place via Teams on Tuesday 28 July. If you haven’t received either of these communications, please contact us at corehrupgrade@admin.ox.ac.uk
 

The following training is available to book prior to the CoreHR Upgrade in October:

  • Recruitment eLearners – book and complete online, anytime
  • Recruitment workshop – 4 August 
  • Personnel and Casuals – 5 & 6 August

Once the CoreHR Upgrade is complete (in October), new users who have not already attended training will be required to complete the relevant eLearners (Recruitment and/or Personnel) in order to gain access to CoreHR. New users will also be required to attend a workshop, which will be available as follows:

  • Recruitment – End of October
  • Personnel and Casuals – End of November

Please note that classroom-based teaching and workshops are currently held online via Teams. Workshops are available only on completion of the relevant eLearners and having system update access for 2-3 months.

For more information, visit https://hrsystems.web.ox.ac.uk/access-and-training. To request training, contact us at hris.training@admin.ox.ac.uk.

Training to prepare existing users for the CoreHR Upgrade is detailed in the project newsletter sent to all users on 15 July
 

HR Reporting is going live this week, on Wednesday 22 July. All users will be notified by email once this is available and a new ‘HR Reporting How-to Guide’ shared to assist you when first accessing the tool.

All CoreHR users should have also received direct communications from the project team regarding go-live, which explains the actions required by some users. If you didn’t receive an email from us in relation to HR Reporting go-live, please contact us as soon as possible at corehrupgrade@admin.ox.ac.uk.

Payroll corner

A reminder that all 'paper' overtime forms and all tax forms should be sent direct to your dedicated Payroll Officer. There is no need to send it to the generic Payroll inbox, or to cc that each time. The only time to use the Payroll Admin email inbox is when your Payroll Officer has an out of office message stating they are on leave. Please note that Payroll’s part-time staff, who have a message to say they work part-time, will see your message at some point during their working week. If they are on leave, this will be made clear in their out of office message.

Please send all queries that relate to the Casual Payroll to the UAS Payroll Casuals inbox (payroll.casuals@admin.ox.ac.uk) and not to the Payroll Admin inbox.
 

 

Update from the HR Analytics Team

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Report name  Action required  Required for
HRINFO01 Data Quality Validation 2019-20 

Clear validation errors for all employee appointments active for any period from 1 August 2019. 

The HR Analytics Team will follow up all instances of missing or incorrect NHS Contract Details UDF and Clinical Specialties UDF, so please avoid being contacted by clearing them before the deadline. These are required for the Medical Schools Council Survey and HESA.

HRINFO01 data quality validation report web page gives additional details about the report. 

Additional guidance on clearing errors whilst working remotely during these challenging circumstances is provided on the clearing errors web page

REF

HESA

Athena SWAN

Financial year end reporting

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 gives additional details about the report. 

HESA
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

HESA

Athena SWAN

Race Equality Charter

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. 

Please run PERDEP22 and review all data in the Academic Title UDF records and ensure that those who hold the titles are recorded correctly:

  • Titular Professor, Titular Associate Professor, University Research Lecturer titles all contribute to the assessment of REF Eligibility (Annexe E to the Code of Practice) and should be recorded in CoreHR.
  • Titular Professor awarded via the Senior Appointments Panel or through Recognition of Distinction exercises have a correct Academic Title UDF set up for them. The Titular Professor title is a key marker used to map contracts to the correct Professorial grouping in the Athena SWAN dataset. 

Even if the team responsible for data entry given in the matrix in the QRG: IP12 Academic Title is not the ‘Departmental or Divisional CoreHR administrator', the department or division should instruct and follow up with the relevant team if academic title information is missing or incorrect.
 

 

Staff Data

Firstly clear all data errors in the data quality reports listed above. Then run the report ‘HRINFO02_AthenaSWAN Potential Staff Data’ readiness report is available until Friday 21 August. The report allows departments to review their Athena Swan data and make corrections before the extract is taken for the 2020 Tableau data refresh.

•    Ensure that all Maternity, Paternity, and Shared Parental leave action and reason codes have been entered for all relevant employees, including recording return from such leave.

•    Request access to the Tableau staff data dashboards if you do not already have access and need it. Inform the HR Analytics team when colleagues no longer require access to the data by emailing athena.staffdata@admin.ox.ac.uk.
 

Throughout August and September the HR Analytics team will again be sending out staffing information for verification as part of this year’s HESA (Higher Education Statistics Agency) staff return. This may involve queries relating to missing data or confirmation of contractual funding sources, as applicable. Please respond quickly to any queries received. As ever, we will try to keep these to a minimum. 

New and updated documents and reports

HRIS user support

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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 August_2020_payroll_cycle_diagram.pdf

DATE(S)  DEADLINE EXPLANATION 
Thu 23 July - 5pm July 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 July No user input Users cannot enter data into the personnel module or use menu options under "Core|Personnel>Maintenance".
Mon 3 Aug Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Thursday 6 August. 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 Aug 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 Aug 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.
Thu 6 Aug Support requests for Aug 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 Aug - 5pm

Aug 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 Aug Aug 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.