June 2019 bulletin

UAS & GLAM – Windows 10 rollout for CoreHR users

Following the upgrade to v26, we are pleased to confirm that CoreHR users are now able to participate in the Windows 10 rollout.  The UAS Desktop Services Team will shortly be contacting CONNECT account users with details of the next phase of Windows 10 rollout, starting on 1 July.  For further details of CoreHR v26 certified operating systems and browsers, please see the HRIS Support Centre Information for local IT officers page.

Contract templates – USS pension rates update

As communicated by the HR Policy team, the Academic and Academic-related contract templates (including Marie Curie fellows) should reflect the increased contribution rates for USS pension scheme members.

The contribution rates were increased from 1 April 2019, with further increases expected in October 2019.  The updated information will form part of the annexe headed ENROLMENT INTO UNIVERSITY PENSION SCHEME.

Unfortunately, there has been a delay in updating the contract templates to reflect the new rates.  The Policy team have now made the updates to the contract templates.

  • The non-Core versions have now been updated (please press Ctrl+F5 to make sure that your web browser brings up the most recently updated version which will show ‘June 2019’ in the footer).
  • The Core versions are currently being updated but, due to the V26 Upgrade, there will be a further short delay in their availability.
  • Divisional office teams have been sent revised terms for the academic contracts.

If you are in the process  of drafting contracts at present please replace the previous ‘Contributions’ paragraph with the paragraph below.


All employees who join USS pay personal contributions to the scheme in accordance with the rules, as amended from time to time, of the pension scheme.  From 1 April 2019 your monthly contribution will be 8.8% of your pensionable pay and the University’s monthly contribution will be the equivalent of 19.5% of your pensionable pay, with further increases expected in October 2019. The current employee and employer contribution rates can be found on the USS website at https://www.uss.co.uk/members/members-home/the-uss-scheme. Your personal contributions will usually be collected by the University by way of deductions from your salary and paid over to USS, together with the University’s contribution.  You will get tax relief on your contributions.

If you have issued contracts to new staff since 1 April, please send a copy of the revised annexe Enrolement into University Pension Scheme (DOC) to any affected staff. 


Additional column added to monthly Payroll Costing Report

An additional column has been added to the Payroll Costing Report, named Element Code. The change will be introduced to the report from June 2019.  Please note that recipients of the report who have created formulas / VLOOKUPS etc. may therefore need to make adjustments.







 What is an Element Code?

  • Currently the description of the Element is included in the report and refers to the type of payment or deduction for that row of the report eg ‘Acting Up Allowance NP’.
  • For every element there is a unique code used by the system, see examples of the Element Codes used for allowances below.













Should you have any queries relating to this, please contact hr.systems@admin.ox.ac.uk


Medical Sciences and MPLS – Changes to the Nature Careers feed

Nature Careers (formerly Nature Jobs) have altered the requirements for the University’s XML feed, which previously enabled automatic placement of adverts on Nature’s website.  At present, job adverts tagged with ‘naturejobs’ are therefore not being pulled through to Nature’s website via the feed.  Medical Sciences and MPLS Divisions are currently in negotiations with Nature to explore an alternative arrangement.  Further details will be shared as soon as they are available.  If you have questions or concerns in the meantime, please contact Gwen Booth in MPLS Division, Gillian Morris in Medical Sciences Division or Tom Lake in HRIS Support Centre.


Unplanned system downtimes

As most of you will be aware, we experienced two separate incidents of system outage last week, the first of which coincided with the payroll deadline. Both occurrences related to a problem with the underlying Oracle infrastructure on the CoreHR hosted service. CoreHR have advised us that these issues aren’t related to the University’s recent go-live, nor to the volume of activity on the system.

CoreHR fully recognise the scale of the disruption caused by these events, especially as the University was one of many of their customers affected by the outages. They have assured us that the problem is now solved and we should see no further unplanned interruption to the service. The University has escalated this to the highest level within CoreHR and discussions are ongoing to ensure that we receive a service that meets our needs.

Core Upgrade Project

Following the successful migration to version 26 and the hosted service, we would like to draw your attention to the following updates and reminders:

  • We are pleased to confirm that four known issues have already been fixed, and CoreHR are working on resolving the remaining issues as quickly as possible. In addition, we have also identified a workaround for the filtering of vacancies issue. Please visit the Known Issues webpage for all the latest updates and further details.
  •  If you have not already done so, please familiarise yourself with the changes in v26 by referring to the supporting materials found on the project’s site, under ’Resources’ on the right hand-side menu.
  • Coming soon: In the coming weeks, we will be picking up the pace of the second phase, which will deliver the functional upgrade of the system. This phase will see some exciting changes, such as the personnel and recruitment processes moving from the Back Office to a more modern, browser-based interface in the Portal. Specific details, including what this will mean for users, will be communicated in due course. In the meantime, please visit our microsite to learn more about this phase and its expected benefits.

The upgrade project team will remain in place as we move to the second phase. If you would like to contact us, please email us at CoreHRUpgrade@admin.ox.ac.uk.

Data Quality

Clear Data Quality Validation 2018-19 reports by 5 July

Please run and clear all red error messages from the data quality reports by 5 July:

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

Follow the steps on our website to clear the report. Note that Tab 1 should be actioned before running Tab 2 in the report. Use all mandatory applicant status stages

Mandatory statuses are outlined in REC00 – Recruitment basics on page two. We have noticed that the 'shortlisting' is often missing. Mandatory statuses are: Applied; Shortlisted; Offer Made – Personnel; Offer Accepted – Personnel.

Contact the HRIS Support Centre if you need assistance making data changes.

Athena Swan data readiness report is available now until 31 July

The ‘HRINFO02_AthenaSWAN Potential Staff Data’ readiness report is available now until 31 July. The report allows departments to review their Athena Swan data before the extract is taken for the 2019 Tableau data refresh.

How to prepare:

  • It will be beneficial to run and clear all anomalies from your ‘HRINFO01 Data Quality Validation’ report before reviewing the ‘HRINFO02 AthenaSWAN Potential Staff Data’ report.
  • Ensure that all parental leave action and reason codes have been entered for all relevant employees, including recording return from parental leave.
  • Request access to the Tableau staff data dashboards for anyone without access who will require it for 2019.

Please check our website’s Athena pages for updates. Further details will follow in the July bulletin.

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: July payroll

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


Thu 20 Jun - 5pm June 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 21 to Mon 24 Jun 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).
Wed 3 Jul Staff request deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Monday 8 July. 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).
Fri 5 Jul Casual payments deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Mon 8 Jul 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.

Mon 8 Jul

Support requests for May 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.
Wed 10 Jul  - 5pm July 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.
Tue 23 Jul 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.