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CH11 - Regrading

v20 Version 1.1 of 29

Requests for regrading and the subsequent appointment

process (assuming a successful application for regrade)

involve the same process steps as for a new starter. This

guide covers all steps required including request, transfer,

commencement etc. This guide covers the following process steps:

A. Request a regrade ........................................................................................ 2

Searching for Post Number/Job title ................................................................... 2

B. Approve or reject a staff request (APPROVER) ............................................. 9

Approving a Request ...................................................................................... 10

Rejecting a Request ....................................................................................... 10

C. Regrading ................................................................................................... 11

D. Appoint transfer – within same department ............................................... 12

Allocate funding (Cost Allocations) ................................................................... 17

Source of Funds ............................................................................................. 18

E. Generate a new contract ............................................................................. 19

F. Update details (if relevant) ......................................................................... 21

G. Commence employee .................................................................................. 21

H. Set up allowances (if required) .................................................................. 22

I. Approve (or Reject) Salary / Allowances .................................................... 26

J. Close post? .................................................................................................. 29

Appendix: Lump sum payments to compensate staff operating at a higher

grade .............................................................................................................. 29

What’s Changed?

1. Update guidance re

effective date and details

to enter on staff request

2. Numbering corrected

Apr16

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A. Request a regrade

You should raise a staff request based on the existing post for a regrade. To comply

with the regrading procedure the staff request will need to be approved by the

Departmental Administrator unless otherwise agreed with the Reward Team, prior to

grading.

Before creating the request you will need to know the Post Number and Job Title that

you wish to base the request on by looking at the record of the person in their current

post: In the case of all successful regrading applications, the effective date of the regrading

will be the first of the month in which the regrading application was received by the

Reward team. The new contract should also be effective from this date. 1. Searching for Post Number/Job title

Navigate to: Personnel > Maintenance > Personal Profile

1.1. Search for and open the employee record and go to Select Detail box >

Appointment Details. The Appointment Details window opens.

1.2. Click on . The Post Number and Job Title are shown in the

Post Details section:

1.3. Click Search Existing Posts.

1.4. Use the search criteria to locate the existing

post. E.g. Department. Click .

1.5. Enter the relevant post number into the Post Number field and click .

Alternatively you can search for the post by title. Click on the LoV button in the

Post Title field.

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NOTE: When the results have been returned you can view the details of the

post(s) including the name of the employee who is currently appointed to that

post.

1.6. A new Staff Request window will open with fields pre-populated. Check that the

correct post is shown in the blue box at the top of the screen.

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1.7. Complete the remaining staff request fields as appropriate.

1.8. Specifically:

Field Name (* mandatory) Guidance

Manager Order No. This field is not currently in use.

Organisational Structure

thru to Department Data populated from existing post, cannot be changed.

Pay Administered by * Data populated from existing post, cannot be changed

unless the field is empty, in which case select

Department or Division as appropriate for the post.

If the populated details in this field are incorrect you

will need to create a Staff Request for a New Post (see

QRG: RQ1 Create Staff Request – you will need to

quote the existing post number within the Additional

Information field and explain that the original post had

incorrect details within the Pay Administered By field.

Cost Centre * Data populated from existing post, change if required.

Should be the default GL coding for the

department/division selected in the department field

above. Format will be AA00000000000 where AA is the

2 digit department code. The coding string includes

Activity followed by Source of Funds with no

punctuation separators.

Location *

Data populated from existing post, change if required.

This should be the normal work location for the post

and the default delivery address for payslips.

College Association Data populated from existing post, change if required.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/recruitingstaff/RQ1_Creating_a_Staff_Request_V1.0.pdf

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Vacancy Type * Select the relevant Vacancy Type:

- Academic

- Professional and Management

- Research

- Support and Technical

Note: This is used to allocate where the advert for this

vacancy will appear on the University’s jobs and

vacancies web pages.

Position Type * This field is used to classify the staff request, and

advise the Reward Team of the urgency and nature of

the request.

Select Regrading

Vacancy Reason This field is not in use.

Replacing Employee This field is not in use.

Job Title * Select the relevant job title, or closest match.

Note: The existing job title may have been created by

the migration process and may not be very accurate,

select a more appropriate generic title if appropriate.’

Job Description * Enter the actual job title (even if the same as above)

as used on the job description and advert.

Category * Teaching only - where Sub Category below is AT.

Research only - where the contract indicates

research only or where the primary activity is research

and teaching responsibilities make up less than 16% of

contracted time.

Teaching and research - where research and

teaching responsibilities exist, and the teaching

element is more than 16% of contracted time.

Not teaching and/or research – example roles:

Vice-Chancellor, Pro-Vice-Chancellor, Proctor.

Not an ‘academic’ contract – individuals who do not

fall into the categories above and who have one of the

following Sub Category codes: DA, DP, FP, HP, IP,LP,

MP, IT, TS, DO, RM, MG

Not applicable/not required - individuals who do

not fall into the categories above and who have one of

the following Sub Category codes: DC, DS, FA, LA, MA,

MI, SB, SC, SE, SG, SH, SK, SL, SM, SO, SP, SR, SS

Note: This field is used for statutory reporting

and is especially important for HESA and REF

exercises. Full guidance notes can be found on the

Personnel Services website.

Sub Category * Data populated from existing post, change if required.

It is important that the correct staff classification

is selected. Full guidance notes can be found on the

Personnel Services website. This field must be

completed to prevent failure of interfaces to

other systems.

http://www.admin.ox.ac.uk/personnel/recruit/recruitproc/newstarter/staffclass/


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Pay Scale * Select proposed scale (pending confirmation from the

Reward Team) for regrades or replacement/refill at

new grade. Otherwise this should be as existing post.

Budgeted Select the checkbox if the Post is budgeted.


Request Date * Enter today’s date.

Planned Start Date * Enter the first of the current month.

Planned End Date * Enter the planned end date if fixed term.

Contract Duration * Enter the contract duration if fixed term.

Employee

Status *

Select the relevant employee status:

- Permanent

- Open Ended Externally Funded

- Fixed term

- Variable Hours Employee

- Self-Financing

-

Note: Open Ended Externally Funded can only be

given to Academic-Related staff.

Sub Status * Select the relevant sub status e.g. Full Time, Part

Time, Term Time, Variable Hours.

Reporting To This field is not in use.

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Hours * Enter the relevant weekly hours, e.g. 37.5 or 0 for

variable hours posts

Weeks

(term-time employees

only)

Enter the number of weeks the employee works per

year inclusive of holiday entitlement. E.g. if the

employee works 38 weeks per year and is entitled to 4

weeks holiday, enter 42 weeks.

NB: only applicable to term time employees who are

paid the same amount each month.

FTE * Enter the FTE, e.g. 1 for full time, 0.5 for half-time or

0 for variable hours posts.

Note: The existing FTE may have been created by the

migration process and therefore could be lower than

the approved head count for this post - update as

appropriate.’

Positions Required * 1 for regrading

Additional Information Enter any additional information as required. E.g.

regrade request for xxx and the date on which the new

duties commenced.

Check you have completed all mandatory fields highlighted by * above.

1.9. Click . The system will confirm the request has been saved. Click

. The screen will refresh and additional sections will appear at the end of

the request.

1.10. Assign Cost Allocations: Specific cost allocations where known should be

selected or the defaults entered. Multiple lines should be completed for posts

which will have split funding allocations. The total must add up to 100%.

Field Name Guidance

Cost Centre Select the relevant GL code. Format will be AA999999999

where AA is the 2 digit department code. The coding string

includes Activity followed by Source of Funds with no

punctuation separators.

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OR

Select or enter ‘CCPROJ’ if it is going to be funded by a project

or grant.

Refer to Recording Cost Allocations in CoreHR.

Project Either leave blank if a GL cost centre has been selected.

OR

Select the relevant Project Code (Task/Sub Task). Format will

be AAXXXXXX.XXXX.00 where AAXXXXXX is the Project Code

and XXXX.00 is the Project Task and Sub Task. Take care to

check the correct code has been selected.

Expense This field is not in use

Date From Enter start date of costing (should be the same as the planned

start date).

Date To Enter the planned end date if applicable.

Percentage Enter 100% unless the post is going to be split over several

cost centres.

1.11. Staff Request Documents: In all cases, attach an application form, job

description and organisation chart (see the Regrading guidance on the Reward

section of the Personnel Services website). You may also wish to attach a

business case or other documentation if required by your departmental/divisional

staff request approver. Click on the / to browse and locate existing

documents. Upload each document individually. Click .

1.12. Funding Details: Select the

Funding Source (external or

internal funding). Enter the Funding

Source Detail (for externally

funded posts).

1.13. Assign Approver: Select the appropriate Approver for this request from the

list. Note: Divisional and Department Approvers are in the same list. Click

.

1.14. Check your work and make any edits. Click , when you are

ready to submit the request for approval.

NOTE: You cannot edit a Staff Request after you submitted it, unless it is

subsequently ‘rejected with edit’ by your approver.

1.15. Close Staff Request window. Exit from CorePortal (Logout).

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/Recording_Cost_Allocations_in_CoreHR.pdf

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NOTE: Staff requests based on existing posts can take up to 2-3 working days

to be processed by the reward team and 10 working days for staff requests

based on a new post.

NEXT STEPS: If you are the Department Approver refer to QRG: RQ2_Approve

Staff Request. Otherwise, await email confirmation that the post has been setup.

You can check the status of the request at: CorePortal > Dashboards > Staff

Request Dashboard > Launch Staff Requests.

B. Approve or reject a staff request

In order for a staff request to be submitted to the Reward Team for creation of a post

and appointment, the request must be approved – by a departmental approver, or

divisional approver (depending on protocol requirements). In accordance with the

Regrading procedure, requests for Grade 10 posts to be regraded must be approved at

a divisional level, whilst all other requests can be approved within the department.

If a staff request cannot be approved then the Approver must reject it. Depending on

the reason for the rejection the request can be:

Rejected with edits – in which case the requestor will be able to update the staff

request and resubmit once the rejection comments have been reviewed and acted

upon. E.g. where further detail needs to be added to the business case.

Note: It is not possible for Approvers to edit a staff request and then approve

it. Edits must be made by the requestor and resubmitted for approval.

Rejected - the request and rejection comments can be viewed by the requestor, but

the request cannot be updated or resubmitted. E.g. where funds are not available as

hoped.

CorePortal > Dashboards > Staff Request Dashboard > Launch Staff Requests

1. All staff requests awaiting approval will be displayed in the My Approvals section.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/recruitingstaff/RQ2_Approve_or_reject_staff_request.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/recruitingstaff/RQ2_Approve_or_reject_staff_request.pdf

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2. Click My Outstanding. All staff requests awaiting

your approval will be displayed in the main screen.

3. Click the icon to the right of the relevant staff

request.

4. Check the details of the request carefully. To view

attached documents, click the icon.

1. Approving a Request

1.1. To approve the staff request click the button. The Approve Request

screen will open:

1.2. Enter Comments eg ‘Approved by [enter approving body] on [enter date].

Protocol number [enter].

Note: The comments you add will be viewable by anyone who has security

access to view the staff requests for your department or division.

1.3. Click the button.

1.4. Close Staff Request window. Exit all windows back to the Personnel main screen.

2. Rejecting a Request

2.1 To reject the request click the button. The Reject Request screen will

open:

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2.2 Enter Rejection Reason e.g. further detail needed in business case.

2.3 Enter Comments e.g. Request rejected by xxx approving body on x date.

Note: As above, the comments you add will be viewable by anyone who has

security access to view the staff requests for your department or division.

2.4 If relevant, check/tick the Allow Edit tick box [A] (to indicate that the request

can be amended and resubmitted (reject with edit) by the requestor.

2.5 Click the button.

2.6 Close Staff Request window. Exit all windows back to the Personnel main screen.

NEXT STEPS:

Approved staff requests are automatically passed to the Reward Team within CoreHR.

The approver will be notified when the new post/appointment has been set up.

C. Regrading

The regrading evaluation is undertaken off-system by the Reward Team. Where a

regrading is unsuccessful feedback will be provided to the department/division (as

appropriate) and the Reward Team will put the request on-hold for 30 days pending an

appeal. After 30 days the request will be rejected.

If the regrading application is rejected no further action in the system is required.

A

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Where the regrading application is successful you will receive an email notification

containing the new post number, after which you should proceed through the following

stages:

D. Appoint transfer – within same department


Employee Search window opens

Before you begin, identify and make a note of the Post Number and

Employee Number as you will need these during the process.

1. Click the button. The Applicants/Posts window opens.

2. Select the Posts tab and enter the new Post Number.

3. Click .The system displays the relevant Post.

4. Click the button (to the right) of the post. The New Appointment Search

window opens:

5. Use the Search criteria to locate the existing employee. Enter the employee’s

Name.

6. Click .

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7. Locate the relevant employee in the list. Click the button (to the right of

the employee record).

8. The Appoint Existing Person window opens:

9. To view the current appointment, e.g. to check existing hours; click View

Appointment [A] to open the View current appointment window.

Note: If the Job Category field

contains TUPE or HYBRID do

not proceed – contact

Personnel Services for

guidance.

10. Click to close the appointment details.

11. Tick the Checkbox: Select Appointment [B] against the appointment they are

transferring from.

12. Ensure that Replace An Existing Appointment [C] is selected (this option is

selected by default).

13. Select Replacement Type: Appoint Person. Click .The Post

Details screen opens:

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14. Complete/check details as below:

Field Name (* mandatory) Description

Start Date * Enter the first of the month in which the regrading

application was received by the Reward team

regardless of the date you are processing the

appointment. See appendix regarding compensation

payments if applicable.

NB: If the start date is later than the effective

date entered on the staff request you will need to

update the ‘Current Post End Date’ field on the

previous appointment to the day before the new

appointment begins.

Target End Date * Enter if applicable e.g. for fixed term post.

Cost Centre * Should be the departmental default. Format will be

AA00000000000 where AA is the 2 digit department

code. The coding string includes Activity followed by

Source of Funds with no punctuation separators

Project Code Leave blank. You should not enter any information in

this field on the appointment.

Job Category Do not use.

Job Title * Check/select this from the generic list.

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*

Click the button and enter the actual job title (case

sensitive).

Note: the actual job title will appear in the template

documents, such as the conditional offer/contract

letter.

Employee Status * Check/select relevant e.g. Permanent, Fixed term.

Sub Status * Select relevant, e.g. Full-Time, Part-Time.

Category * Check/update if necessary.

Sub Category * Check/update if necessary. It is important that the

correct staff classification is selected. Full

guidance notes can be found on the Personnel Services

website.

Hours * Enter, e.g. 37.5

FTE Hours * Select the relevant hours e.g. 37.5 Note: when you

tab or click out of the hours field, the system will

automatically update the FTE%.

FTE * Check as expected and update Hours if necessary to

correct.

FTE% * Check as expected and update Hours if necessary to

correct.

Weeks

(term-time employees only)

Enter the number of weeks the employee works per

year inclusive of holiday entitlement. E.g. if the

employee works 38 weeks per year and is entitled to 4

weeks holiday, enter 42 weeks.

NB: only applicable to term time employees who are

paid the same amount each month.

FTE Weeks Check this is as expected based on the value you have

entered in the Weeks field. Should be the same.

Action * Select Change in Grade.

Reason Code * Select Re-grading (Grade Increase)/ Grade

Decrease/ Ad Hominem as appropriate.

Comments Enter regrade and note the date of effect for the

pay change, i.e. the date the enhanced duties

commenced.

15. Click .



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16. Complete/check the details as below:


Pay Group * Check pay group is correct. If it is not correct, contact

HRIS support.

Point * Check/update the salary scale point as required, taking

into account any incremental progression due.

Multiplier * Check as expected. If it is not, click Previous, and

correct Hours.

Increment Due Date Cannot be changed here. Date relates to existing

appointment.

Comments * Enter comments if required relevant to the increment

due date.

Salary

Comments *

Enter notes for the Approver/ Payroll, eg regrade, and

note the date of effect for the pay change, i.e. the

date the enhanced duties commenced, and any

incremental progression due during that period. For

example: ‘Regrade to grade 6.4 with effect from 1 May

2015, with automatic progression to 6.5 on 1 Oct

2015’.

NOTE: Payroll will use the date provided here to

calculate any back pay owed. See appendix.

17. Click . You are returned to the Appointment Details window.

Note: For guidance on changing the increment due date for the new

appointment (if relevant) refer to QRG: CH17_Manage Changes Increment

Due Date.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH17_Manage_Changes__Increment_Due.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH17_Manage_Changes__Increment_Due.pdf

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Allocate funding (Cost Allocations)

1. Click button – Post Appt

Main window opens.

2. Go to Selection > Cost Allocation – Cost

Allocations window opens.

3. If there is already a cost allocation, click to update if required.

Alternatively, click button. The Add/Edit Cost Allocation window

opens:

4. Complete details as below:


Start Date * Enter the start date for the new cost allocation.

End Date * Enter the end date if relevant.

% * Enter %, e.g. 100, 50.

Note: allocation may be split between more than one

Cost Centre, but the total allocation must add up to

100%, even where the FTE is less than 1.

Cost Centre * Select or enter the relevant GL code. Format will be

AA999999999 where AA is the 2 digit department

code. The coding string includes Activity followed by

Source of Funds with no punctuation separators.

OR

Select or enter ‘CCPROJ’ if it is going to be funded by

a project or grant.

Note: You can type cost centre straight into the field,

but it must be in upper case. Cost centre search is

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not case sensitive.

Name is displayed first in the search results but you

can scroll right to see the codes. Take care not to

select old R11 format codes.

Refer to Recording Cost Allocations in CoreHR.

Project Code * Either leave blank if a GL cost centre has been

selected.

OR

Select the relevant Project Code (Task/Sub Task).

Format will be AAXXXXXX.XXXX.00 where AAXXXXXX

is the Project Code and XXXX.00 is the Project Task

and Sub Task. Take care to check the correct code

has been selected.

Expense Do not use

NB: When you add a Project code and click on ok the screen jumps to an

‘Expense’ field . This field is not being used.

Use the scroll bar at the bottom of the screen to view the cost allocations you

have recorded.

5. Click then . You are returned to the Cost Allocations

window.

6. Click . You are returned to the Post Appointment Maintenance

window.

Source of Funds

Where the cost centre code does not reflect the source of funds,

additional information must be provided to enable HR Information to

define the HESA source of funds. Eg where a suspense code is being used

whilst awaiting a ‘true’ cost centre to be set up, or where a GL code is being

used to administer externally funded appointments.

1. Go to Selection box > User Data. The User Maintenance window opens.

2. Click to display User Defined Field List of Values.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/Recording_Cost_Allocations_in_CoreHR.pdf

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3. Select Appt: Source of Funding.

4. Click .

5. Enter the Date From [A]. This should be the appointment start date.

6. Enter additional information as required into Comments field(s).

7. Click then . You are returned to the User Maintenance

window.

8. Click . You are returned to the Post Appointment Maintenance

window.

E. Generate a new contract

It is important that you select the correct contract template depending on the type of

post.

Note: Currently academic contracts, departmental lecturer contracts, and

casual engagement letters are not generated through CoreHR.

A

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1. Search for the relevant employee record and go to Select Detail box >

Appointment Details. The Appointment Details window opens.

2. If relevant, click into the Post Number to ensure

the correct appointment is highlighted.

3. Go to Tools > Letters. The Generate Letters

Module window opens:

4. Select Letter Group: Post Appointments

5. Select Letter Type: as applicable (see table below)

6. Options will default to ‘Perform Mail Merge’ and must not be changed

7. Ensure current record is selected and click .

8. Choose ‘Open’ for prompts to appear

9. If you can’t see the prompt questions,

minimise all screens to find prompt

box

Note: The template will be pre-populated with standard paragraphs in

accordance with the data selected in the Employee Status and Sub Status

fields. It is important that these have been completed accurately so the

contract letter is appropriately populated

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10. The Word document will open.

11. If the message below appears at the top of the page click on Enable Content

12. Save the document in a secure location and Exit to return to CoreHR.

13. Close the window in your browser.

14. The system displays a message: ‘Did the letter print successfully?’ Click .

NEXT STEPS:

Having generated the contract it must be signed by an appropriately authorised

signatory within your department before being sent to the individual. To track the

contract you should update the relevant part of the Appointment User Data once the

letter has been signed and returned by the individual. See QRG: PANS0 Pre-arrival

and New Starter guide for details.

F. Update details (if relevant)

Depending on the new grade there are a number of areas which may need to be

checked and/or updated. Refer to the relevant section in QRG: PANS0 Pre-arrival and

New Starter guide:

Pension arrangements Section H

Qualifications Section I

NHS contract details Section J

White book details Section F

G. Commence employee As a final stage before the change is communicated to payroll, it is necessary to

‘commence’ their appointment within Core Personnel.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/newstarter/PANS0_Pre_arrival_and_new_starter_guide_v1.2.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/newstarter/PANS0_Pre_arrival_and_new_starter_guide_v1.2.pdf

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1. Search for the employee record and go to Select Detail box > Appointment

Details.

2. Click into the Post Number to ensure the correct appointment is highlighted.

Click the button. The Post Appointment Maintenance window

opens.

3. Go to Selection box > Commence Appointment.

4. Enter the effective date that you entered when appointing the employee into the

new post.

5. Click . Click then .

6. Finally, go to Selection box > View Position History to check that the salary

details are all as expected.

Note: If the salary has not been set up correctly, the salary line will need to

be rejected by the department pay approver and re-entered. Refer to QRG:

CH5_Change: Pay for guidance.

H. Set up allowances (if required)

Where allowances (e.g. for callout, clothing, etc) are required they will need to be set

up and approved within the CoreHR system. Approvers should refer to Section I or

QRG: FD5_Approve/Reject Salary/Allowances for guidance on approving.

NOTE: Off-system approval for certain allowances (see the Allowance Guide

document for more details) must continue to be sought from the Reward

Team before they are set up in the CoreHR system.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH5_Manage_Changes__Pay_no_appnt_impact.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH5_Manage_Changes__Pay_no_appnt_impact.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/FD5_Approve_or_Reject_Salary_Allowances_v2.2.pdf

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NOTE: An Appointment must have a status of Commenced before

Allowances may be set up.


1. Search for the employee record and go to Select Detail box > Appointment

Details. The Appointment Details window opens.

2. If relevant, click into the Post Number to ensure the correct appointment is

highlighted. Click the button. The Post Appointment

Maintenance window opens.

The Add Salary and Allowance window opens:

4. To set up a new allowance, set the Effective Date [A] to the date the new

allowance is to be paid from.

5. Click the checkbox Allowances Only [B].

6. Click the button [C]. The Add Allowance window opens:

3. Go to Selection > Amend Pay Rate.

A B

C

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7. Complete the Allowance Details screen as below.

For fields marked ■ below - depending on the allowance selected either Scale

Point, Percentage or Value will be used. See the Allowance Guide for more

information.


Allowance * Select the relevant value from the list, e.g. Standby

and call out pay cash.

Start Date * Check the start date was entered correctly - effective

date entered earlier.

End Date * Enter the end date if required.

Note: if the end date is left blank, payment will be

paid continually.

Scale Point ■ If relevant, select Scale point, this will relate to a rate

table.

Percentage ■ If relevant, enter % to be applied.

Value ■ If relevant, enter the value of the allowance, e.g., 200

for a £200 per month allowance.

Press tab - the system will automatically calculate the

annualised value.

Note: Most allowances are paid in full, i.e. the amount

entered will not be prorated to take account of FTE,

ensure value entered takes account of FTE and salary

multiplier.

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Cost Centre * Select or enter (case sensitive) the relevant GL code.

Format will be AA999999999 where AA is the 2 digit

department code. The coding string includes Activity

followed by Source of Funds with no punctuation

separators.

OR

Select or enter ‘CCPROJ’ if it is going to be funded by a

project or grant.

Note: Costing information needs to be specified here

ONLY if the funding for the allowance is from a

different cost allocation to the funding for this

appointment.

Project * Either leave blank if a GL cost centre has been

selected.

OR

Select the relevant Project Code (Task/Sub Task).

Format will be AAXXXXXX.0000 where AA is the 2 digit

department code and 0000 represents a sequence

number. The Project Task and Sub Task will be visible

in the Project Description field. Take care to check the

correct code has been selected.

Note: Costing information needs to be specified here

ONLY if the funding for the allowance is from a

different cost allocation to the funding for this

appointment.

Expense Leave blank - this field is not used by the University.

Reason * Select the relevant reason code, e.g. Allowance

Awarded.

Comments* Enter comments as applicable.

Reference No longer in use. References entered previously will

still be displayed.

8. Click . The Add Allowances window closes. Multiple allowances

can be added at this time if required.

9. Click . The system will ask if you are sure you want to add this

salary amendment. Click .

10. The Maintain HR Salary Amendments window opens. If you have Salary Approval

access and it is appropriate to do so you can approve the salary and/or allowance

change straight away.

NEXT STEPS: Unless you were able to approve the allowance, the allowance will now

appear in your approver’s list for approval.

CH11 - Regrading


I. Approve (or Reject) Salary / Allowances

All salary and allowance additions and changes must be approved within your

department before they are actioned by payroll.

NOTE: When a Salary Approver logs onto CoreHR, a message displays to

indicate if there are any Salary

/Allowances awaiting approval.

Approve Salary Amendments? Click Yes.

This will take you directly to the Maintain

Approvals window (see 3 below).

Alternatively, navigate as below.

Personnel >Maintenance >Salary Administration >Maintain Salary Approvals

The Maintain Approvals window will open.

1. The Maintain Approvals window defaults to My Approval Items [A].

2. The list of items awaiting approval includes:

Salary Approvals and Allowances (if set up at the same time)

Allowances only (denoted by the tick box Allowances Only [B])

3. Select the relevant employee entry and click the button [C] (or

reject).

CH11 - Regrading


The Approve Salary Amendments window opens:

Note: The name of the employee and their personnel number are shown in

the header [A].

A B C

C

A

B

b

CH11 - Regrading


The Approve Salary Amendment window is divided into two sections:

Current Salary Allowances [B]. The Total Salary (including Allowances)

field for a new starter is normally zero.

New Salary/Allowances [C].

4. Check the New Salary/Allowances data is correct.

5. Specifically:


Effective date * Date new rate of pay expected to start from.

Pay scale * Grade.

Point * Point on grade.

Rate of Pay * FTE salary associated with the grade and point.

Multiplier * Value used to calculate the actual salary to be paid.

Normally relates to FTE, but may be adjusted to allow

for half-pay or no-pay situations.

Actual Pay * Actual salary once multiplier has been taken into

account.

Reason * Reason for the change in salary.

Salary comments * Note for salary approver, including the date of

effect for the pay change, i.e. the date the

enhanced duties commenced.

NOTE: Payroll will use the date provided here to

calculate any back pay owed. See appendix.

Allowance * Name of allowance.

Allowance type * Variable value, Scaled or Variable Percentage as

appropriate for the specific allowance.

Scale point/percentage * Either scale or percentage depending on the

allowances type.

Value * Generally £s, but could be days or hours.

Annual Value * Value multiplied up to annual equivalent, assuming it

is continued for that long.

Start date * Start date for the allowance.

End date * End date for the allowance.

Reason * Reason for the change in allowances.

6. If required, click the button to see more details of the costings related to

an allowance.

CH11 - Regrading


7. Add any approval notes or reason for rejection in Comments [D].

8. Click . A message appears asking you if you are sure you want

to approve/ reject this salary amendment. Click . The Approve Salary

Amendments window closes.

Note: If you have rejected a change request it is important to make separate

contact with full details to notify the requestor of the reason for the rejection

as this will not be visible to them in CoreHR.

9. Exit all windows back to the Personnel main screen.

NEXT STEPS:

Approved salary/allowances are passed to the Payroll team, via a report, for

processing.

J. Close post?

Unless this was an ad hominem regrading or a multiple-appointment post, you should

contact the Reward Team to close the original post.

Appendix: Lump sum payments to compensate staff operating at a higher grade

Departments may, if they deem it appropriate, make a non-pensionable lump sum

payment to compensate staff for working at the higher grade. This lump sum can

equate to the value of the difference in salary for up to 12 months. This should be

communicated to Payroll via the salary comments and will show on your payroll costing

report against the pay element “regrading”.