June HRIS Bulletin

News and reminders

Data Quality

HRIS v20 Project

HRIS User Support

This Month's Deadlines

News and reminders

Clinical academic and related salaries (with effect from 1 April 2015)

The 2015 salary arrangements for clinical academic and related staff will be implemented in the June payroll.

Clinical academic and related staff who were at the top of their pay spine on 31 March 2015 will receive a non-consolidated payment based on the following criteria:

  • If the member of staff reached the top of their scale between 1 April 2014 and 31 March 2015 they will receive a 1% non-consolidated payment.
  • If the member of staff reached the top of their scale on or before 31 March 2014 they will receive a 2% non-consolidated payment.

The salary scales for clinical academic and related staff remain unchanged.  Additional points, distinction awards and clinical excellence awards also remain unchanged.

The arrangements will be implemented by the Payroll team in June’s payroll run.  The payment will be set up as an allowance of either “Clin Pay Awd 2015 1%” or “Clin Pay Awd 2015 2%” and will be paid in monthly instalments, with effect from 1 April 2015 and ending on 31 March 2016.

Further information is available in the PERS(15)04 (148kb)circular.

New allowances

As part of on-going work by the Reward Team in Personnel Services to reduce the number of payments categorised as “miscellaneous”, two new allowances have been introduced:



These allowances should only be used when supplements have been authorised by the Senior Appointments Panel (please see circular PERS(14)04 (171kb)), in accordance with advice from the Reward Team. The Allowance Guide (119kb)will be updated shortly. If you have any queries, please contact the Reward Team.

Automatic feed to Nature Jobs

We recently circulated details of the new automatic feed from CoreHR to Nature Jobs, details of which are available on our webpage.

We have made some further adjustments to this set up and can now provide clarification regarding the timing of the publication.  Any vacancy with the “naturejobs” tag that is published on the University’s website between the hours of 7am and 6pm, will appear on the Naturejobs website after 10am the following day.

Cleardown of casual workers

Payroll are beginning their biannual review of casual appointments and will end all those where the individual has not received a payment against a casual appointment for the previous twelve months. If the individual subsequently undertakes a further period of casual work the employing department will need to submit a casual payment form to Payroll to enable a new appointment to be set up and payment made.

This cleansing exercise is necessary to reduce the number of P60s that need to be issued and provide clarity for annual HESA return, as well as ensuring that the data within the system is accurate and up to date.  However, it is the responsibility of departments to advise Payroll of any casual leavers throughout the year.  We recommend that you regularly run the Staff in Post report, selecting “worker” as the employee status, and review all casuals in your department(s) to establish which remain active.  You should notify the Casual Payments team by email if you know that no further payments will be made to a casual worker within your department.

Recording alternative addresses for payslips etc

Payroll have experienced some issues lately because alternative addresses for employees are not being recorded correctly in Core Personnel.  If an employee wants their payslip to go somewhere other than the appointment location, please notify your payroll officer by email.  The following points should also be noted:

  • Home addresses must be recorded on the personal detail screen and not as an addlab in contact details.
  • When recording additional address details i.e. an alternative to the employees home address you must record this using the Address Type of 'ADDLAB' on the Contacts screen.  Other Address Types such as ‘FWD’ should not be used as they do not function correctly

If the address details are not recorded correctly there is likely to be a delay in the employee receiving their payslip. This also applies to any other documents that are posted to the employee, such as their P45 when they leave.

Updated report – PERDEP02_FTC End Dates

The latest report to be reviewed by the Reports Review Group was PERDEP02_FTC End Dates.  A summary of the main updates the group agreed is provided below:

  • New tab added called ‘Target end date misuse’.  This returns records where a target end date has been entered and the employee status is not Fixed Term, Worker or Non-employee.  The Target End Date field should be removed from these records, or the employee status corrected.
  • Appointment Id field added to all tabs.
  • Appointment Status, Job Text, Comments, FTE, Action and Reason fields added to ‘FTCs (Excel)’ tab
  • Appointment Status field added to ‘FTCs due to end (Excel)’ and ‘Lapsed FTC end dates’ tabs

The updated report will be released to all users with Personnel reporting access on Friday 19 June.  It will replace the existing version of this report in your list of available reports in Discoverer. We will update the report description to include details of the new tab in due course.

Data Quality

Recording Right to Work and the importance of updating action and reason codes

We have identified an issue this month with a report that the Staff Immigration team run to check right to work data.  The report returned a high number of apparent non-conformances (i.e. new starters to the University where no right to work details were recorded) and after investigation we have established that this is due to incorrect action and reason codes being selected or not being updated when an appointment change is made.  One example is where a contract extension had been processed but the action and reason codes were shown as ‘NA – New Appointment’/‘NS –New Starter-New to university’. As a result, this record was included on the report when it was not actually a new appointment.

Many CoreHR reports rely on action and reason codes to return appropriate data. Please take care to ensure that these are updated correctly whenever you create or update an appointment.

HRINFO01_Data Quality Validation report

The HR Information Team launched a report called HRINFO01_Data Quality Validation and a companion website providing detailed guidance with links to Quick Reference Guides to help you make updates to your data.  You should use this report every month to keep data quality in your area high.

We have requested that all departments clear all errors in the report by Wednesday 22 July so that we can complete the HESA 2014-15 Staff Return on your behalf.

Both current and ended appointment UDFs can be updated in Back Office.  Non-UDF appointment information for ended appointments can be updated on your behalf by HRIS Data Services.  Please email them on (hrisdata@admin.ox.ac.uk) quoting the person reference, post number and change needed.

HRIS v20 Project

In the midst of UAT!

v20 Logo

We are currently in the middle of User Acceptance Testing (UAT). 46 users from across all divisions are scheduled to take part in testing version 20 of CoreHR over the next couple of weeks. The task of timetabling and planning this level of involvement has been significant but it will be well worth the time and effort.  Exposing the system to the scrutiny of regular users maximises the chance of uncovering any issues before we go live.

Thank you to all of you who have volunteered to take part in this exercise. We will provide an update on the outcomes of UAT in next month’s bulletin.

The current phase of UAT focuses on ensuring that you can continue to use the system in the way that you do now. However, v20 offers some new functionality that we hope to make use of.  We are now planning the detailed analysis and testing of this functionality to determine the potential benefits and decide what we want to implement and when.  Examples include online references, new service date functionality, and enhancements to the applicant experience such as the ability to sign up for job alerts by email.  We will be involving the user group in our analysis and decision-making and will be seeking the views of users that we know have specific interests in some of these areas.

Visit the v20 Project pages of our website for more information about the new features and benefits of v20.

HRIS User Support

Contacting the Support Centre using the “hr.systems” email address

Please note that the name of the mailbox for the hr.systems@admin.ox.ac.uk email account has been changed from “HRIS Support Centre” to “HRIS Service Desk System” to reflect the new process whereby emails sent to this address will be automatically logged on the ‘Frontrange HEAT’ call management system.

We have discovered that if you cc hr.systems@admin.ox.ac.uk into an email, a new incident will be logged in HEAT and you will receive an automated response confirming the support call reference.  However, the incident will not be automatically allocated to the HRIS Support Centre team and we will not be notified that the incident has been logged.  It can take up to 24 hours for incidents logged in this way to reach our team, which significantly delays how quickly we are able to respond to your query.  Therefore, if you do wish to raise a new support call via email, please ensure that the hr.systems@admin.ox.ac.uk address is included in the “To” field rather than the “Cc” field.

Annual user access review

Over the next few weeks we will be contacting all HRIS Guardians to ask them to undertake a review of access arrangements for HRIS users based within their area of responsibility. This review, which was first undertaken last summer, ensures that all users continue to have access that is appropriate to their job roles.  We will provide further details in an email directly to all HRIS Guardians soon.

QRG survey

Thank you to all of you who completed the recent QRG survey. We had 48 responses and we are currently reviewing all the feedback. Your comments and suggestions will be taken into consideration when we create the new guides for the v20 upgrade.

HRIS Support Centre

Contact details for the team are:  hr.systems@admin.ox.ac.uk (where your email will be logged automatically in the HEAT call management system) or tel: 01865 (2)87900.

Opening hours: Monday - Friday, 8.30 - 17.00 

This Month's Deadlines

Deadlines for Personnel Users: July Payroll

Please also refer to the July 2015 Payroll Cycle Diagram (95kb)

Monday 22 June - 6pm 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 June's payroll run.
Tuesday 23 and Wednesday 24 June No user input Two clear working days are required during which users cannot enter data, to enable the payroll to be run (reporting, e-Rec and Staff Requests are unaffected).
Friday 3 July Staff Request Deadline For Staff Requests which do not require grading, any requests received by this deadline will be processed by midday on Wednesday 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).
Friday 3 July Casual Payments Deadline  Details of casual payments must be received by this deadline in order to be included in this month's payroll run.
Wednesday 8 July 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.
Wednesday 8 July Support Requests for July 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.
Friday 10 July - 6pm 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.
Thursday 23 July 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.