PERSONNEL SERVICES HR Information Systems (HRIS) Using CoreHR Personnel Payroll Go Live Roadshow.

PERSONNEL SERVICES

HR Information Systems (HRIS) Using CoreHR Personnel

Payroll Go Live Roadshow

Introductions

Anne Harkness

Charles Morgan

Caroline Beadle

Esther North

Page 2

Payroll go live – impact

Change for Payroll team

Changes for departments

Second level salary approvals

Page 3

Payroll go live – further stages

End of November into December Existing departmental access to CoreHR screens remains as is New payslips and employee numbers New payroll costings reports Phased introduction of new format overtime/temporary payment

spreadsheet Payroll team transition from Midland Trent to CoreHR Changes to system interfaces & OPENdoor Phasing out Oxford pay group

From January 2013 New guidance on future payroll processing New overtime/temporary payment spreadsheet offered to more

departments

Page 4

Appointing and commencing – what and when? (1) Golden rules:

Commence the appointment to generate the salary approval

Approve before the admin cut off date

Future actions Future commencing appointments – only in the current payroll

month (at the moment!)

No need to future date contract extensions

Page 5

Appointing and commencing – what and when? (2)

Transfers

Page 6

Actual start date

Appoint

Appoint

Appoint

Commence

Commence

Commence

What needs salary approval?

Page 7

Remember: check ‘next steps’ in the QRG

Salary approval No salary approval

New appointments (inc variable hours and regradings)

Allowances Additional increment(s) Amending multiplier (e.g. for

change of hours/sick leave half/ no pay)

Maternity leave return Unpaid leave Agency workers

Funding changes Contract extensions Leavers Changing personal data Changing job title Changing place of work Maternity leave start Ending allowance

Salary Changes and Approvals

Rehires remain dormant

View Position History Screens

Second Level Approval

Mistakes and Fixes and Backdating Salary changes

Page 8

Re-hires – Employee Search

Page 9

Re-hires - Salary Approvals

Page 10

View Position History Screens

Page 11

Salary Details Button

Page 12

Allowances

Page 13

Allowances – Salary Details Button

Page 14

Rate of Pay changes

Page 15

Second Level Approval

Page 16

Second Level Approval – New Starter

Page 17

Mistakes and Fixes and Back dating

Page 18

Mistakes and Fixes and Back dating

Page 19

How will I know?

Staff requests Auto-notification email Sent to the staff request approver

Salary approvals No email On screen prompt when you log in

Rejected salaries Automatic email Sent to person who entered the salary change

Page 20

Rejected Salary email

Personnel No : 2341783 Caroline Qa Test 1 Salary Type : PRIM Date Effective : 14-SEP-12 Rejecter username : ADMN2422 Rejection reason : reject test Rejection Date : 28-SEP-12

Page 21

Cost allocations Terminology

Description in Portal

Search using wild cards use wildcards (%) around parts of the cost centre you know e.g. %JX%

Activate new codes with 1p journal

Don’t backdate changes to cost allocations in Personnel

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Oxford name (GL) Oxford name (project) Core field name

Cost centre e.g. BK0000

Project numbere.g. BKRBDA0

Cost centre

Activitye.g. 00 (default)

Taske.g. 1 Project code

e.g. 00/A1001 or 1/RBDA0Source of fundse.g. A1001

Awarde.g. RBDA0

% split % split %

Funding end date Funding end date Effective dates

Payslip address

Home, Work (Location) or ADDLAB

ADDLAB – alternative, non standard work address

Default: Location

Email Payroll to change

Page 23

Casuals All casual workers and casual teacher up to 12 weeks: casual

payroll form to Casual Payroll team

Casual teachers more than 12 weeks: choose – form or on system (use QRG PA3).

New appointments for existing casuals: transfer, additional or rehire?

Ending the appointment

As soon as possible

Email Casual Payroll team

Coming soon

auto-enrolment

pay group 10 clean up

Page 24

Recent changes and reminders

End of appointment payments (e.g. Holiday or redundancy payment)

NOT allowance

Additional Instructions for Payroll (UDF)

Back dated regradings

Only pay back dated NOT appointment and contract

Use salary comments for pay effective date

Work in real time – avoid the payroll admin cut off rush!

Always use the relevant QRG

Page 25

Questions

Page 26