Make appointment and salary changes

This guide explains the process for updating appointments and salaries for staff changes.

Contents

  1. Scenarios: Family Leave
  3. System steps: How to update the appointment
  4. System steps: How to update the salary

This guide explains how to update an individual's existing appointment record.  Consider the following before progressing:

  • In some cases, employment changes may require creating a new appointment, via a new staff request (typically when a new contract is issued). To determine whether to update an existing appointment or create a new one, refer to the Staff Request and Contract Decision tool. 
  • For appointment, salary and allowances corrections, follow the Track changes and correct records guide.
  • If the individual holds multiple appointments, depending on the situation, the details may need to be recorded on all appointments, eg long term sickness.

 

Key reminders

1.    After clicking SAVE/COMPLETE, wait for the green success message and dark green line to fill before proceeding. 
2.    Ellipses (…)represent additional options, usually at the end of a row. 

 

Refer to scenario instructions

Review the following common scenarios to determine whether to update the appointment and/or the salary, as well as identifying all system updates, eg updating key UDF fields. Read these instructions before proceeding.

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  • Only make changes in the payroll month in which they are effective. Do not record all the dates in advance as you will not be able to record any other appointment changes should they occur.
  • If the employee has multiple appointments the changes must be made against all of them. 
  • Departments must only administer changes to pay on return from the leave.
  • Payroll administer pay amendments (eg to SMP, zero pay) during an employee’s period of family leave.
  • All changes affecting pay must be approved. See: Approve/reject salaries and allowances guide.
  • For unpaid Parental Leave follow the Unpaid leave guidance. If the individual wishes to receive paper payslips during their leave, refer to the Online payslip exception data guidance.

In all cases, the primary adopter must take the first two weeks as adoption leave, including where Shared Parental Leave will be taken at a later date.

Update appointment? Update salary? Further updates/ considerations:
Y N
  • Update following appointment fields:

Effective date: Enter the start date of the adoption leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Adoption/ Adoption Leave (no SAP included).

Reason: Select Adoption Leave Start/ Adoption Leave Start (No SAP Inc).

 

When the individual returns, follow the relevant details in this guide to update the staff record. 

In all cases, the birth mother must take the first two weeks as maternity leave, including where Shared Parental Leave will be taken at a later date.

Update appointment? Update salary? Further updates/ considerations:
Y N
  • Update following appointment fields:

Effective date: Enter the start date of the maternity leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Maternity/ Maternity Leave (no SMP included).

Reason: Select Maternity Leave Start/ Maternity Leave Start (No SMP Inc).

 

When the individual returns, follow the relevant details in this guide to update the staff record. 

Update appointment? Update salary? Further updates/ considerations:
Y N
  • Update following appointment fields:

Effective date: Enter the start date of the paternity leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Paternity/ Paternity Leave (no SPP included).

Reason: Select Paternity Leave ORD Start/ Paternity Leave Start (No SPP Inc).

 

When the individual returns, follow the relevant details in this guide to update the staff record.

For continuous shared parental leave you will only need to follow the steps below once.

For discontinuous shared parental leave, follow these steps along with recording each return (for each occurrence of SPL, up to a maximum of three times).

Update appointment? Update salary? Further updates/ considerations:
Y N
  • Update following appointment fields:

Effective date: Enter the start date of the shared parental leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Shared Parental Leave or Shared Parental Leave (no SHPP).

Reason: Select Shared Parental Leave Start/ Shared Parental Leave Start (No SHHP Inc).

 

When the individual returns, follow the relevant details in this guide to update the staff record. 

Update appointment? Update salary? Further actions/ considerations:
Y

Y (with the exception of paternity leave)
  • Update following appointment fields:

Effective date: Enter the date the individual returned.

Comments: Enter relevant comments for reference and reporting.

Sub status: If required, amend as appropriate, eg 'part-time'.

Contracted Hours: If required, update the hours to reflect what the individual will be working per week.

Action:  (1) If returning with no changes to working hours:

Select relevant action, eg Adoption, Maternity, Paternity, Shared Parental.

Action:  (2) If returning AND changing their working hours from the same date:

Select relevant action, eg Hours Decreased/ Increased.

Reason: Select accordingly:

  • Adoption Leave Return
  • Adoption Leave Return (No SAP included)
  • Maternity Leave Return
  • Maternity Leave Return (No SMP included)
  • Paternity Leave Ord Return
  • Paternity Leave Return (No SPP included)
  • Shared Parental Leave Return
  • Shared Parental Leave Return (No SHPP)
     
  • Update the salary fields:

Effective date: Enter the date the individual returned.

Salary Comments: Enter relevant comments for reference and reporting.

New Multiplier: Must match the FTE.

Reason: Must match the appointment Reason.

Workforce Management participating departments only:

  1. Where the is change in hours/ working pattern, follow the changing hours on the same appointment guide (new version coming soon).
  2. Where you need to record annual leave which has been accrued, refer to Make a balance adjustment guide (select 'Floating' as the adjustment type).

Where an employee is eligible for SMP, this must still be paid by the University, even if their leaving date falls before the start of the Maternity Pay Period. See: HR Support website.

 

Where employment ends whilst on maternity leave, follow the End appointment guide.  When processing the employee as a leaver, update the leaver UDF with the following details, as applicable:

  • If SMP will be payable
  • Address P45 is to be sent to
  • Details of outstanding holiday pay
  • Details of redundancy payments 
  • Details of course fees due to be re paid

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After 12 weeks' service an agency worker’s pay rate should be amended to that of a comparable University employee, reflecting their experience and qualifications. This will normally be the grade and point of the substantive post for which they are covering, but a lower grade may be more appropriate in some cases. See the HR policy guidance for more details.

Update appointment? Update salary? Further actions/ considerations
N Y
  • Update the salary fields:

Effective date: In-line with their 12 weeks service as an agency worker. 

New Grade: Select relevant grade, as appropriate for work being done.

New Point: Select relevant grade, as appropriate for work being done.

New Multiplier: Should remain 0.

Salary Comments: Enter relevant comments for reference and reporting.

Reason: Select Agency Appnt Graded at 12 weeks.

 

Please note:

Update appointment? Update salary? Further actions/ considerations
Y N
  • Update the following appointment fields:

Effective date: Enter today's date.

Target End Date: Update to reflect the extension.

Comments: Enter relevant comments for reference and reporting.

Action: Select Contract extended.

Reason: Select Additional work required / new external funding (same source).

 

 

Update appointment? Update salary? Further actions/ considerations
Y N
  • Update the following appointment fields:

Effective date: Enter today's date.

Target End Date: Update to reflect the secondment extension.

Comments: Enter relevant comments for reference and reporting.

Action: Select Secondment.

Reason: Select Secondment Date Change.

 

Update appointment? Update salary? Further actions/ considerations
Y N

 

Note: If the individual is moving to a permanent contract, a new appointment must be created. Refer to the Staff Request and Contract Decision tool for guidance.

This guidance provides instructions for recording approved flexible retirement for employees. Please note the following:

Update appointment? Update salary? Further actions/ considerations 
Y Y
  • Update the following appointment fields:

Effective date: Enter the date the new hours began.

Comments: Enter relevant comments for reference and reporting.

Sub Status: Update if necessary.

Action: Select Hours decreased.

Reason: Select Flexible retirement.

  • Update the salary fields:

Effective date: Enter the date the new hours began.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Review and ensure it matches the new FTE.

Reason: Select Flexible retirement.

For participating departments only:

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update the following appointment fields:

Effective date: Enter the date the new hours began.

Comments: Enter relevant comments for reference and reporting.

Sub Status: Update if necessary.

Action: Select Hours increased/ decreased.

Reason: Select Increase/ decrease in hours.

  • Update the salary fields:

Effective date: Enter the date the new hours began.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Review and ensure it matches the new FTE.

Reason: Select Increase/ decrease in hours.

For participating departments only:

 

Update appointment? Update salary? Further actions/ considerations 
Y N
  • Update the following appointment fields:

Effective date: Enter the date the change took effect.

Comments: Enter relevant comments for reference and reporting.

Action: Select Job title amended.

Reason: Select General Admin.

 

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update the following appointment fields:

Effective date: Enter the date the half pay/ zero pay began.

Comments: Enter relevant comments for reference and reporting.

Action: Select Sickness.

Reason: Select Sickness Half Pay or Sickness No Pay.

  • Update the salary fields:

Effective date: Enter the date the half pay/ zero pay began.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: For half-pay: Enter half of the current Multiplier (eg if Multiplier was 0.8, enter 0.4).

For no pay: Enter 0.

Reason: Select Sickness Half Pay or Sickness No Pay.

 

When the individual returns, or moves from half pay to zero pay, follow the relevant details in this guide to update the staff record. 

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update the following appointment fields:

Effective date: Enter the date the individual returned to full pay. 

Comments: Enter relevant comments for reference and reporting.

Action: Select Sickness.

Reason: Select Sickness Returned.

  • Update the salary fields:

Effective date: Enter the date the individual returned to full pay. 

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Update to reflect the FTE. 

Reason: Select Sickness Returned.

 

When a UK-based appointment changes to overseas-based:

Update appointment? Update salary? Further actions/ considerations:
Y N
  • Update the following appointment fields:

Location: Enter the relevant country/code, as appropriate:

  • EEA country
  • Bilateral Social Security country
  • Other (non-EEA /non-bilateral agreement)

This is required by payroll for tax purposes. Information about these location codes can be found on the government website here.

Effective date: Enter the start date of working overseas.

Comments: Working in [enter country].

Action: Select Working Overseas.

Reason: Select Working Overseas Start.

  • Log the change in location by referring to the Individual UDFs: detailed guidance.
  • Useful reports: PERDEP49 Overseas Worker NI and Tax Codes and PERDEP01 Staff In Post.

 

If the individual changes to UK in the future, the appointment must be updated (see guidance below).

When an overseas-based appointment becomes a UK-based appointment:

Update appointment? Update salary? Further actions/ considerations:
Y N
  • Update the following appointment fields:

Location: Select the new working location from the drop-down.

Effective date: Enter the start date of working overseas.

Comments: Enter relevant comments for reference and reporting.

Action: Select Working Overseas.

Reason: Select Working Overseas Return.

  • Useful reports: PERDEP01 Staff In Post

 

If the individual changes to overseas in the future, the appointment must be updated (see guidance above). 

If an employee was originally appointed to a permanent post on a fixed-term basis due to visa restrictions, but has now obtained indefinite right to remain in the UK, follow these steps to update their appointment:

Update appointment? Update salary? Further actions/ considerations
Y N

Update following appointment fields:

  • Target End Date: Leave blank.
  • Employee Status: Set to Permanent. 
  • Action: ‘Employee Status Amended’.
  • Reason: ‘Change in RTW status’.
  • Comments: Include “Contract now perm to reflect indefinite right to remain".

 

Update appointment? Update salary? Further actions/ considerations
Y N
  • Update following appointment fields:

Effective date: Enter the start date of the sabbatical.

Comments: Enter relevant comments for reference and reporting.

Action: Select Sabbatical.

Reason: Select Sabbatical Leave Paid.

 

When the individual returns, follow the relevant details in this guide to update the staff record. 

Update appointment? Update salary? Further actions/ considerations
Y N

Update following appointment fields:

Effective date: Enter the date the individual returned.

Comments: Enter relevant comments for reference and reporting.

Action: Select Sabbatical

Reason: Select Sabbatical Leave Return.

In cases of partial dispensation from duties (ie effectively reducing hours) follow the instructions below:

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update following appointment fields:

Effective date: Enter the start date of the sabbatical.

Comments: Enter relevant comments for reference and reporting.

Action: Select Sabbatical.

Reason: Select Sabbatical Leave Partial Dispensation.

  • Update the salary fields:

Effective date: Enter the start date of the sabbatical.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Select as appropriate (to reduce the paid salary).

Reason: Select Sabbatical Leave Partial Dispensation.

 

When the sabbatical ends, follow the relevant details in this guide to update the staff record.  

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update following appointment fields:

Effective date: Enter the date that individual returned.

Comments: Enter relevant comments for reference and reporting.

Action: Select Sabbatical.

Reason: Select Sabbatical Leave Return.

  • Update the salary fields:

Effective date: Enter the date that individual returned

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Must match the FTE.

Reason: Select Sabbatical Leave Return.

 

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update following appointment fields:

Effective date: Enter the start date of the sabbatical.

Comments: Enter relevant comments for reference and reporting.

Action: Select Sabbatical.

Reason: Select Sabbatical Leave Unpaid.

  • Update the salary fields:

Effective date: Enter the start date of the sabbatical.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Select 0.

Reason: Select Sabbatical Leave Unpaid.

 

When the individual returns, follow the relevant details in this guide to update the staff record. 

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update following appointment fields:

Effective date: Enter the date that individual returned.

Comments: Enter relevant comments for reference and reporting.

Action: Select Sabbatical.

Reason: Select Sabbatical Leave Return.

  • Update the salary fields:

Effective date: Enter the date the individual returned.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Must match the FTE.

Reason: Select Sabbatical Leave Return.

Update Appointment? Update Salary? Further actions/ considerations 
N Y

Where special leave is granted, the individual record needs to be updated as follows: 

Update appointment? Update salary? Further actions/ considerations
Y N
  • Update following appointment fields:

Effective date: Enter the start date of the special leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Special Leave.

Reason: Select Special Leave Paid.

 

When the individual returns, follow the relevant details in this guide to update the staff record.  

Update appointment? Update salary? Further actions/ considerations
Y N
  • Update following appointment fields:

Effective date: Enter the return date of the special leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Special Leave.

Reason: Select Special Leave Return.

Where special leave is granted, the individual record needs to be updated as follows: 

Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update following appointment fields:

Effective date: Enter the start date of the special leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Special Leave.

Reason: Select Special Leave Paid.

  • Update the salary fields:

Effective date: Enter the start date of the special leave.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Select 0.

Reason: Select Special Leave Unpaid.

 

When the individual returns, follow the relevant details in this guide to update the staff record. 

Update appointment? Update salary?  Further actions/ considerations
Y Y
  • Update following appointment fields:

Effective date: Enter the date the individual returned.

Comments: Enter relevant comments for reference and reporting.

Action: Select Special Leave.

Reason: Select Special Leave Return.

  • Update the salary fields:

Effective date: Enter the date the individual returned.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Must match the FTE.

Reason: Select Special Leave Return.

Where an individual takes unpaid leave (for reasons other than Family leave, sickness, sabbatical, special leave), their appointment and pay (including allowances, if relevant) should be amended, accordingly. This includes:

  • Unpaid Parental leave 
  • Career Break 
  • Carers’ leave 
  • Other unpaid leave of more than one week. (NB Unpaid leave of less than one week can be communicated to payroll off-system and will be processed as a pay deduction)
Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update the following appointment fields:

Effective date: Enter the start date of the unpaid leave.

Comments: Enter relevant comments for reference and reporting.

Action: Select Unpaid Leave.

Reason: Select Unpaid Leave (Approved).

  • Update the salary fields:

Effective date: Enter the start date of the unpaid leave.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Select 0.

Reason: Select Unpaid Leave (Approved).

 

When the individual returns, follow the relevant details in this guide to update the staff record.  

Where an individual takes unpaid leave (for reasons other than Family leave, sickness, sabbatical, special leave), their appointment and pay (including allowances, if relevant) should be amended, accordingly. This includes:

  • Unpaid Parental leave 
  • Career Break 
  • Carers’ leave 
  • Other unpaid leave of more than one week. (NB Unpaid leave of less than one week can be communicated to payroll off-system and will be processed as a pay deduction)
Update appointment? Update salary? Further actions/ considerations
Y Y
  • Update the following appointment fields:

Effective date: Enter the date the individual returned.

Comments: Enter relevant comments for reference and reporting.

Action: Select Unpaid Leave.

Reason: Select Unpaid Leave Return.

  • Update the salary fields:

Effective date: Enter the date the individual returned.

Salary Comments: Enter relevant comments for reference and reporting.

Multiplier: Must match the FTE.

Reason: Select Unpaid Leave Return.

 

Update appointment? Update salary?  Further actions/ considerations
Y N
  • Ensure the needed Work Group already exists and the correct manager(s) is assigned. See HR Self-Service guidance  for more details.
  • Update the following appointment fields:

Effective date: Enter the date the change took effect.

Comments: Enter relevant comments for reference and reporting.

Action: Select Hierarchy information updated.

Reason: Select General Admin.

  • If anyone is the Work Group is an apprentice and the Work Group Manager is changing, contact the Apprenticeships team to update the Supervisor recorded in PeopleXD. 
  • Useful reports: PERDEP16 HR Self-Service Work.

 

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

  1. Navigate to ‘Contracts’ on the left-hand side menu.

If multiple appointments exist, ensure you choose the right one.

  1. Check the employee status under Summary; if fixed-term, make a note of the contract end date. 
  2. Where the latest post sequence has a past date and the change is effective from a later date, select Update against the latest post sequence.
  3. Where the latest post sequence is future dated and the change is effective between the last two post sequences recorded, select Update against the earlier post sequence.
  4. The Edit Contract window will open with two stages Organisational Structure and Contract Information.  Update the relevant section(s) as outlined in the tables below. Only certain scenarios require you to change field values here.

Organisational Structure

Field

(*mandatory)

 Guidance
Location* Update location if applicable.  For change between UK and overseas, refer to specific scenario guidance in this guide. 
Work Group*

Select the correct Work Group. See People Profile matrix and specific scenario guidance in this guide.
NB This field determines the individual’s team for HR Self-Service purposes. The Work Group manager will have access to view certain information about the team members in HR Self-Service.
NB If you need to change the Work Group from ‘default’, follow the Track changes and correct records guide.

 

  1. Click Next.

Contract Information

Field

(*mandatory)

 Guidance
Effective Date*

Enter the date from which the change will take place.  For contract extensions enter today's date.
Target End Date For fixed-term appointments, ensure the current target end date matches the date noted earlier in step 2.
Job Title / Job Description *

Change the ‘Job Description’ or ‘title’ as required. Job title is generic; refer to People Profile matrix. Job description should be the actual job title (case sensitive).
NB The ‘Job description’ will appear in documents generated from PeopleXD, such as the conditional offer/contract, and in Employee Self-Service.
Sub Status* Update if someone is changing from full-time to part-time, or vice versa. 
Also update ‘Contracted Hours’ accordingly.
Contracted Hours* 

Update if someone is changing their working hours. The FTE field will automatically update.

If appropriate, update the Sub Status field.
Comments* Enter relevant comments for reference and reporting.
Action* Enter the relevant action based on the specific guidance for your scenario.
Reason* Enter the relevant reason based on the specific guidance for your scenario.

 

  1. Click Save. 
  2. If the change requires a salary update, refer to guidance in the 'How to update the salary' section below.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

  1. Navigate to ‘Current Salary’ on the left-hand side menu.

If multiple appointments exist, ensure you choose the right one.

  1. Click Add.
  1. The Amend Salary window will open, update the relevant section(s) as outlined in the table below:

Field 

(* mandatory)

 Description
Make effective from (effective date) * Start of salary change.
To be Paid based on (pay rate type) * Select as appropriate, eg Scale-Point (for standard University grades) or Personal (for off-scale/ spot/ Marie Curies).
New Grade * Will be populated from current pay details. Do not amend.
New Point * Will be populated from current pay details. Amend as appropriate. NB This should be set to 9999 for personal rates.
New Rate is * Will be populated from current pay details. Do not amend.
New Multiplier *

Will be populated from current FTE. Amend if appropriate eg for long term sickness, and specific scenario guidance in this guide.

NB A calculator is available on the HR Systems website if you would like help to work this out.
New Salary * Will reflect new salary amount except for personal rates, this will need to be entered manually.
Actual Pay * Used to calculate salary. Expected to match the individual’s FTE unless they are on long term absence.
Reason * Enter as appropriate and refer to specific scenario guidance in this guide.
Comments  Enter comments to explain why the salary change has been made. This will be visible to the salary approver and payroll.

 

  1. Click Save. 

The amendment will now be listed at the top of Salary History with a status of Pending until it has been approved by salary approvers and central payroll.

  1. Refer to 'When to update appointments and salaries' above, to identify if your scenario requires further system actions.

User guides

>System navigation, reporting and other

>Recruitment

>New appointments

>During employment

>Ending appointments

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