All requests for access to the report should be sent by email to the HRIS Support Centre via your HRIS Guardian. If you are not sure who this is please ask your Departmental Administrator. In the majority of cases two individuals per department are nominated to receive the report. Additional requests for the report will not normally be agreed to as it is expected that departments will manage and disseminate the information locally if required, ensuring that at all times appropriate security controls are in place to do so.
The reports are distributed via Oxfile. You will receive an email from the person who creates the folder for you to download. This can vary each month but will have the wording ‘Payroll Costing Report’ in the title.
If while trying to log onto Oxfile you get the error ORA-28000 then you have been locked out of Oxfile. This can happen if you type an incorrect password too many times. If you get this problem contact the HRIS Support Centre.
The information provided in the CoreHR payroll costing report reflects how salary payments from the Core payroll module have been costed. The instructions for costing main salary details have been set up in the system by local personnel administrators. The Payroll team input costing details for temporary and casual payments on the basis of instructions via paper/electronic forms from departments.
The OPENdoor report we had previously with one line per person was a bespoke development created here at Oxford. It isn’t possible to replicate this in the report produced directly from CoreHR. In CoreHR we have some constraints, for example NI is available totalled by costing string only so the amount of NI for individual lines cannot be presented, hence we cannot show NI against an individual element on the same line. This affects the way all records are presented, including the large proportion of staff with only one pay element to their salary. It is possible that this will improve in the future.
Previously, certain grades of employee were masked in the GL file. In Core all employees that are included in PayGroup 21 (Senior Employees) are now masked. Discussion has begun to refine this restriction and more information will be available in due course.
This column – the final one, is used by the report in some fundamental calculations when the report is created in Discoverer. Once the report has been exported to Excel this Total column can be either ignored or deleted.
The contractual FTE included on the report is the appointment FTE for that individual – i.e. the FTE that they are required to work, as specified in their contract. This figure will be the same as the pay FTE, except in circumstances where the employee’s pay has been reduced due to, for example, sickness, maternity or unpaid leave. As part of the v20 Upgrade Project we will revisit this report and aim to include the pay FTE as well as the contractual FTE. In the meantime, please ensure you check the Gross Pay column for actual pay received.