December HRIS User Bulletin

Key Dates and Deadlines

News, Updates & Reminders for Personnel Users

Payroll Project

News, Updates & Reminders for Recruitment Users

HRIS User Support Arrangements

Key Dates and Deadlines

Payroll & Staff Request cut-off Dates


Description

 

Deadline

Details

Payroll deadline

Thursday 10 January

An overview of Payroll deadlines can be found on the Finance website. (2013 dates will be available on the payroll webpages during the first week of January)

Staff request deadline

Friday 4 January

For staff requests which do not require grading, any requests received by 5 pm on Friday 4 January will be processed by midday on Tuesday 8 January. Staff Requests received after Friday 4 January are not guaranteed to be processed by the payroll deadline. The usual turnaround timings for gradings apply (ten working days).

Support requests for January

payroll

Tuesday 8 January

Requests for assistance associated with pay arrangements in January should be received by the HRIS Support Centre by 3 p.m. on 8 January.  This is to ensure that sufficient time is available for the team to address your queries ahead of the 10 January deadline.

 

News, Updates & Reminders for Personnel Users

Critical check before setting up new starters - please read!

Since the reminder in the last User Bulletin, we have identified 13 duplicate records in the system.  The system operates on the basis of a single record for each individual, and it is extremely difficult to correct records where duplication has occurred.  Please ensure you check to see if records already exist for new starters - this will prevent you from having to spend time on correcting the data later.

Before setting up a new employee in the system as part of the appointment process, check if an employee is (or was) already with the University by searching on the name, NI number and/or date of birth.

Full details explaining how to check for a record on the system are provided in the Appointments and Pre-Arrival QRGs located in the New Starter section of the Processes and User Guides webpages.

Christmas break - reminder to commence future dated transfers

If you have an employee transferring into your department with a status of ‘Appointed’ and a start date due before you return to the office in January 2013, please ensure you commence them before you leave for the Christmas break.  This is to ensure that you undertake the whole process of both appointing and commencing, either before or after their start date in accordance with the standard guidance for transfers.

Effective dates for Contract Extensions

A reminder of the decision to extend a contract is made earlier than the contract expiry date then the Effective Date should be the date where the decision was made to extend the contract, and the Contract End Date should be updated. This is explained in the QRG CH9 contract extension however, currently several contract extensions are being processed with the effective date of the day after the current contract expiry date which results in future appointments. 

You are only able to enter appointment changes in Core in date order, so if for example in December 2012 a decision is made to extend a contract for an employee whose contract was due to end on 31st March 2013 and the effective date of the contract extension is entered as 1st April 2013, no other appointment changes can be entered where the effective date is earlier than 1st April 2013 (eg, change in hours, unpaid sick leave, maternity leave etc).

The original end date of the contract is still recorded in Core as the original target end date, so this information is not lost.

Updated Quick Reference Guides

Please note that the following quick reference guides have been updated since the November Bulletin and that details of the changes are provided at the start of each guide:

New & Updated QRGs

REC04 - Managing Vacancies and Appointments – NEW troubleshooting QRG updated  to help resolve issues with, and changes to, vacancies and appointments across a range of scenarios.

PA0 – Pre Arrival – Academic staff (White book) data - start date guidance updated and note added re joint appointments with another HEI.   

PA2b – Appoint to Additional post - notes added re existing casual posts and Equality & Diversity form.

PA2c – Appoint Variable hours - note re Equality & Diversity form added

PA2d – Appoint Rehire - guidance updated re dormant status and note re Equality & Diversity form added

PA2e/f – Appoint Transfer QRGs  - note added re existing casual posts, guidance re scale point expanded. Next steps guidance expanded and note re Equality & Diversity form added.

PA2g – Direct Appoint - reminder to complete Equality & Diversity form added, with instructions. 

PA2i – Manage Off-Scale Appointments – expanded to cover changes to off-scale posts.

PA2j – Appoint TUPE - has been updated to reflect clarification from Personnel Services. All TUPE transfers should be managed in conjunction with your HR Business Partner, who will liaise with HRIS Data Services to set up the necessary appointments in Core, including any non-standard arrangements. There is no need, therefore, to raise a staff request for appointments arising from a TUPE transfer.

PA3 – Setting up Casual Teaching Appointment – Added approval next steps and a reminder that no allowances allowed.

CH10 – Manage Changes – Maternity/Paternity/Adoption – guidance on multiple appointments added and return guidance amended – it is important that Payroll know when an employee has returned from maternity leave and so their pay record must be updated on their return.

Other Documents

EA1Changes to Payslip Address - new version – explained guidance on Addlab address added

Glossary of Terms – expanded with new terms.

Recruitment Protocol Guidance by Division – reference document uploaded.

 Departmental Contacts - list available

Personnel Reports

The following new personnel reports will be released this week:

  • PERDEP43_Additional Directory Information
  • RECDEP48_Appointee Pre-Employment Event Checks
  • PERDEP44_Increment Due Dates
  • PERDEP45_Employee Absence
  • PERDEP03_Appointment History

A list of all reports can be found on the Personnel Services website here.

https://www1.admin.ox.ac.uk/personnel/corehr/reporting

This page will be updated soon with information about the new reports.

Payroll Project

Main payroll going live in early 2013

Work continues on the parallel running of the main University payroll on Trent and CoreHR.  As per our previous correspondence, the new go-live date will be communicated to users of CoreHR as soon as it is confirmed.

Key dates can be found on the Payroll webpage

Payroll costing report

Once the go-live date for payroll is confirmed, we will contact all users of these reports in OPENdoor about arrangements for gaining access to this report via the Core system.

OSPS

Changes are being made to the CoreHR system to reflect the changes to the Oxford Staff Pension Scheme.  These changes amount to the creation of 3 new levels of employee contributions and will be applied by the pensions team to staff records as appropriate.  This should have no effect on users of CoreHR in departments and divisions. The changes will be applied to Trent with effect from 1st January 2013.

News, Updates & Reminders for Recruitment Users

PDF solution – update on changes planned/undertaken re: automated emails to users about PDF pack production issues

It has become clear that the email notifications for document conversion errors are causing a certain amount of confusion. The conversion error notification is generated when the PDF server encounters an issue when converting an application. This issue could be due to a specific problem with the application or it could be because of a delay in the conversion process due to an issue with an unrelated application. This means that you will often see a conversion error notification when there was no error for the application you submitted for conversion.

In order to prevent the confusion caused by the receipt of erroneous conversion error notifications, it has been decided that it would be beneficial to stop sending email notifications for conversion errors to departments. This means that you will still receive the conversion completion notifications but not the conversion error notifications. Error notifications will still be received by the support centre who will then address any issues and notify the department affected.

In addition, we are going to reduce the number of file extensions accepted from applicants. Specifically, we will be removing the option to upload certain image file types that are known to cause issues when converting to PDF. We are also working with the supplier to improve error trapping on the PDF server. This will isolate erroneous documents and allow non-erroneous documents to be converted without undue delays.


A reminder from the Advert Team

Once a vacancy has been authorised by the Advert Team, you should inform the advert team of any changes that you make to either the advert text or the closing date at the time you make it, indicating exactly what has changed.

If there is any possibility that a Work Visa may be required, the department must remember to take a copy of their advert once it is live.  The Advert Team may not always be able to help on occasions where departments have not retained a copy.

Ensure to include time with vacancy deadline in 'Job Description' field

Within the Job Details of some vacancies on the website, some departments recently have not included the time the vacancy closes.  As you will be aware from your training all vacancies must close at 12.00 midday.  Even though the time is selected on the Vacancy Detail screen in Core, this does not come through to the Job Details on the website, so please remember to include the text, for example ‘Only applications received before 12.00 midday on Monday 12 November 2012 can be considered’ in the Job Description field under Vacancy Profile.

Advising of payroll changes to Payslip Address

Guidance regarding how to record and process a change to an employees's payslip address can be found in Quick Reference Guide EA1.

HRIS User Support Arrangements

Confirmation of Christmas closure arrangements

Support for staff users:

The HRIS Support Centre will be closed from 5.00 p.m. on Friday 21 December 2012 until 8.30 a.m. on Tuesday 2 January 2013.

A skeleton staff will be available on Monday 24 December to support any urgent queries received by email on that day.  The phones will be diverted to voicemail so to access the support team on 24th December please email hr.systems@admin.ox.ac.uk.

 Support for applicants:

A message will be placed on the University’s Jobs & Vacancies webpages advising applicants of the office closure over the Christmas period with the dates as above.  Behind the scenes, the support team will be monitoring the online recruitment system and will aim to respond to any urgent requests for assistance over this period.  There are no vacancies due to close over the closure period although 14 vacancies have a closing date on the first day back, Wednesday 2 January. 

New structure to CoreHR support webpages

The CoreHR section on the Personnel Services website has been restructured to take account of the growth in number of pages relating to support of users.

Please take a moment to review the structure of the website, noting the grouping together under the Support heading of pages concerning the Support Centre, User Bulletin, HRIS Data Services and the User Group. 

There is a also a new page listing departmental contacts.

As ever, we welcome your feedback on the new layout.