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Powered by In partnership with
Payroll E-Forms User Guide Issue #1
October 2014
by In partnership with
BT Cornwall Council + Peninsula Community Health + Cornwall Partnership NHS Foundation Trust
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This literature contains BT Cornwall information, which may be privileged or confidential.
It’s meant only for the individual who received this literature. If you’re not the intended recipient, note
that disclosing, copying, distributing or using this information is prohibited. If you’ve received this
literature in error, please let BT Cornwall know immediately via the [email protected] email
address. Thank you.
Copyright © 2014 BT Cornwall Limited
Registered office: 81 Newgate Street London EC1A 7AJ
Registered in England no: 8440701
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Table of Contents
1. Logging onto the Payroll E Forms System ................................................. 4
2. Forgotten Password ..................................................................................... 5
3. Verify Account .............................................................................................. 5
4. Change your Password ................................................................................ 7
5. Different E-Forms Available ........................................................................ 8
6. Completing the E-Forms ............................................................................ 10
7. Submitting Forms Immediately after Completion ..................................... 10
8. Saving and Downloading a PDF Version of the Form Prior to
Submission ................................................................................................. 13
9. Amending Previously Saved Forms .......................................................... 16
10. Deleting Saved Forms Which Have Not Been Submitted ........................ 16
11. Submitting Previously Saved Forms ......................................................... 16
12. Deadline for Submitting Forms.................................................................. 17
13. Troubleshooting ......................................................................................... 17
Appendix - Teacher New Starter Checklist ........................................................... 18
Appendix - Support Staff New Starter Checklist .................................................. 19
Appendix - Payroll New Starter Checklist ............................................................ 20
Appendix - Teacher Variation Checklist ............................................................... 21
Appendix - Support Staff Variation Checklist ...................................................... 22
Appendix - Leavers Checklist ............................................................................... 23
Appendix - Personal and Bank Details Checklist ................................................ 24
Appendix - Foreign Language Checklist .............................................................. 25
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1. LOGGING ONTO THE PAYROLL E-FORMS SYSTEM
You will need to access the “Payroll E-Forms” system via Google Chrome or an appropriate up to date
browser. The web address is:
www.btcornwall.net/hr/payroll
Clicking on this link will bring up the following page:
Please click on the blue “Online Forms” button in the “Payroll Services” section.
This brings up the login page below
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Your username and password have been provided to you separately – this information should be
completed as appropriate in the “Username” and “Password” fields. Your username will be the e-mail
address which is registered to the “Payroll E-Forms” system. Please note that the password is case
sensitive.
2. FORGOTTEN PASSWORD
If you have forgotten your password please click “I’ve forgotten my password” link in purple beneath
the login boxes. You will then need to enter your e-mail address in the “E-mail address” field. You will
then receive a message confirming your new password.
3. VERIFY ACCOUNT
The first time you use the system and then periodically after that for security measures the system will
ask you for verification. A code will be sent to your registered email address
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Please click the purple “Send verification code” button.
Please note – it should take no longer than one minute for the code to be e-mailed. If you do not
receive the code within one minute please check your spam or junk files or filters. If you still have
problems please contact the IS Service Desk on 01872 323202 and advise that you have a problem
with receiving a verification code for the “Payroll E-Forms System”.
The email will look as below.
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The information on the Payroll E-Forms system will look as follows:
Please enter the number sent to you by e-mail in the “Enter the verification code” box.
Please also tick the box “Remember this browser?” as this will ensure that you are not asked for a
verification code every time you log in.
Please click “Submit”.
4. CHANGE YOUR PASSWORD
To change your password, please go to your “My Account” section which can be found at the top of the
screen.
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In the “Home” section please click on “Change Password”.
Please enter your current password and new password as instructed and click submit.
It is important that you remember your password as you will be unable to use the “Payroll E-Forms”
system without it.
5. DIFFERENT E-FORMS AVAILABLE
In total, there are 8 different forms:
5.1 Teacher – New Starter
This form replaces the EP1, and should be used for contracted staff – information regarding new
Supply Teachers should continue to be submitted via the Supply Spreadsheet.
5.2 Teacher – Variation
This form replaces the EP1, and should be used for contracted staff.
5.3 Support – New Starter
This form replaces the EP1 form, and should be used for contracted staff – information
regarding new Casual staff should continue to be submitted via the Casual spreadsheet.
5.4 Support – Variation
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This form replaces the EP1, and should be used for contracted staff.
5.5 Leavers
This should be used for all staff that leave your school; there is no need to complete the Leavers
Spreadsheet if an electronic leavers form has been completed.
5.6 Payroll New Starter Form
This form contains information regarding bank details and P46 information, and can be used for
all staff groups (contracted, supply and casual). If this information is completed via on on-line
form there is no need to send the original documents to BT Cornwall – these should be retained
by the school.
5.7 Personal/Bank Details
This should be used if there is a change in an employee’s personal circumstances (e.g name,
address), or if they wish to change the bank account that their salary is paid into. Schools will
need to retain the original Change of Bank Details form completed and signed by the employee –
there is no need to forward this to BT Cornwall.
5.8 Foreign Language Assistant
This should be used for all FLA starters.
Once you have logged in the online forms page appears as below
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The purple buttons under each form heading will take you to that specific form.
6. COMPLETING THE E-FORMS
Please refer to the relevant checklist (Appendices at the back of this User Guide) prior to completing a
form to ensure that you have all of the necessary information to hand. Mandatory fields on each form
are indicated with an asterisk; forms cannot be submitted if the mandatory fields are not completed.
Tip - If a current employee is commencing a new role at your school please ensure that you complete
the relevant “New Starter” form rather than a “Variation” Form.
Once you have completed each form you will be able to submit the form immediately and then print a
PDF version, or you will be able to save and download a copy of the form prior to submission; this may
be useful if there is a requirement for the Headteacher to sign forms prior to them being submitted for
processing.
7. SUBMITTING FORMS IMMEDIATELY AFTER COMPLETION
After you have completed the Authorisation fields please click on the green “Submit” button.
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After you have submitted the form you will see the following screen, which acts as confirmation that your form has
been successfully submitted to BT Cornwall. Please make a note of the form reference in case you subsequently
need to contact BT Cornwall.
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After you have submitted the form you have 20 minutes to download a pdf copy by clicking on the blue “Download
PDF” button. The PDF will appear in the tool bar at the bottom of the screen and can be either printed or saved.
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8. SAVING AND DOWNLOADING A PDF VERSION OF THE FORM PRIOR TO SUBMISSION
This facility allows schools to save and download a copy of the PDF version of the form prior to the form
being submitted to BT Cornwall (this may be useful if the Headteacher would like to sign the form prior
to submission). Any forms saved prior to submission will be available for up to 2 weeks; if the form has
not been submitted to BT Cornwall within 2 weeks the form will automatically be deleted and a new
form will need to be created.
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Click on the orange “Save for later” button; a box will appear asking you to enter a “Pin Number”. This
is an additional security field. Please use something that you will easily be able to recall. BTC has no
access to your pin number and if the pin is forgotten we will not be able to reset or reopen the form for
you; as you are able to use the same pin number for multiple forms we would suggest using your DfE
number.
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After entering the pin number please click on “Save Form”. This will take you to your My Account
section. Please see below
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If you would like to download a copy of the PDF version of the form at this point, please click on the
orange “Download” button and enter your pin number. The PDF version will be available in the toolbar
at the bottom
Please click on the tab to view the PDF and print or save as required.
IMPORTANT - Please remember that at this point the form has not been submitted to BT Cornwall.
9. AMENDING PREVIOUSLY SAVED FORMS
If a school has saved a form which has not yet been submitted to BT Cornwall for processing, and some
of the details subsequently change, (eg FTE, hours, contract status), the appropriate field on the form
can be updated prior to submission by clicking on the blue “Resume” button.
10. DELETING SAVED FORMS WHICH HAVE NOT BEEN SUBMITTED
If schools have completed a form (partially or wholly) which has not yet been submitted to BT Cornwall
for processing, and the form no longer needs to be processed by BT Cornwall, the form can be deleted
by clocking on the red “Delete” button.
11. SUBMITTING PREVIOUSLY SAVED FORMS
To submit the form to BT Cornwall please click on the blue “Resume” button and enter your pin number.
This will take you back to the page that you saved on and will allow you to complete the form and
submit to BT Cornwall for processing.
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12. DEADLINE FOR SUBMITTING FORMS
Forms must be submitted by the 10th
of the month to guarantee processing for that month’s pay; if the
10th
falls on a weekend or bank holiday the deadline will be the Friday before.
Forms should be submitted on an ongoing basis as soon as you have the full details – you do not need to
wait until the 10th
day of each month to submit a form. For example, if you have details of a September
new starter in May, the form can be submitted straight away.
13. TROUBLESHOOTING
13.1 Problems accessing the E-Forms site
If you have a problem accessing the Payroll E-forms site you will need to contact the IS Service Desk on
01872 323202 and advise them that you have a problem with “Payroll E-Forms”.
13.2 Completed Form Fails to Submit
If the form fails to submit you will receive an error message, and will have the option to download the
form; this ensures that you do not lose the information you have completed. You will then be able to
upload the form again at a later date. This should only happen in exceptional circumstances. If you are
unable to submit a form you should also contact the IS Service Desk on 01872 323202.
13.3 Guidance on completing the forms
Please refer to the FAQs on the website; if your query is not answered via the website please contact
your nominated Employment Support Administrator.
13.4 Queries regarding submitted forms
Please contact your nominated Employment Support Administrator if you have a query with a form you
have submitted; you will need to provide the reference number of the form.
HR & Transactional Team
BT Cornwall
October 2014
Version 1
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Teacher New Starter Checklist
To complete the Teaching New Starter E-Form the following information will be required:
o National Insurance Number
o Date of Birth
o DFE number (if applicable)
o If employee has QTS Status
o Employee Name
o Employee Address
o Email Address (if known ) – this will enable the Statement of Particulars of Employment to be
sent electronically
o Ethnic origin and disability status (if known)
o Job Title
o Start Date
o FTE
o Appointment Type (if fixed term the end date and reason will need to be entered)
o Details of pay point (if leadership details on pay range)
o Details of any allowances
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Support Staff New Starter Checklist
To complete the Support Staff New Starter E-Form the following information will be required.
o National Insurance Number
o Date of Birth
o Employee Name
o Employee Address
o Email Address if known
o Ethnic origin and disability status (if known)
o Job Title
o Start Date
o Name of previous employer (if applicable – this will be needed for continuous service purposes)
o Hours
o Working Weeks
o Appointment Type (if fixed term the end date and reason will need to be entered)
o Grade
o Spinal Point
o Length of probationary period (if applicable)
o Job Type
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Payroll New Starter Checklist
To complete the Payroll New Starter E-Form the following information will be required:
o Start Date
o Employee Name
o NI Number
o Date of Birth
o Address
o Employee’s bank details
o Employees completed New Starter Checklist (if applicable)
Please Note – Schools are required to retain signed copies of bank forms and New Starter Checklists.
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Teacher Variation Form Checklist
To complete the Teacher Variation E-Form the following information will be required:
o Employee’s Assignment Number (please refer to your monthly staffing report to ensure that the
correct number is used)
o Employee’s Name
o Employee’s Email Address if known
o Effective Date of Change
o Current Job Title
o Nature of Change from below as required
a) New job title
b) Details of any change to employment type including fixed term end dates and reasons if
appropriate
c) New FTE and Total FTE
d) Details of any change of salary (leadership group/Heads IPR, main scale point or salary, threshold
salary as appropriate)
e) Details of any new allowances or change of allowance (please ensure you have details of any
allowances such as TLR including amount, end dates if appropriate).
f) Details of any allowances which are coming to an end.
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Support Staff Variation Form Checklist
To complete the Teacher Variation E-Form the following information will be required:
o Employee’s Assignment Number (please refer to your monthly staffing report to ensure that the
correct number is used)
o Employee’s Name
o Employee’s Email Address if known
o Effective Date of Change
o Current Job Title
o Nature of Change from below as required
a) New job title
b) Details of any change to job type
c) Details of any change to employment type including fixed term end dates and reasons if
appropriate
d) New Hours and Total hours of all jobs
e) Details of change to working weeks
f) Details of any change to salary
g) Details of start or end to first aid allowance.
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Leavers Form Checklist
To complete the Leavers E-Form the following information will be required:
o Employee’s Assignment Number (please refer to your monthly staffing report to ensure that the
correct number is used)
o Employee’s Name
o Employee’s Email Address if known
o Job Title
o Last date of payment
o Reason for leaving
o If moving to a new school please enter the name of the establishment if know
o If employee is leaving all jobs at your school
o Details of any Pay in Lieu
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Personal and Bank Details Checklist
To complete the Personal and Bank Details E-Form the following information will be required:
o Employee’s Assignment Number
o Employee’s Name
o Effective Date
o Details of change
a) New Name
b) New Address
c) Bank details (please ensure you have the sort code, account number and details of the new Bank
(name and address)
d) If the change is bank details and the have previously been paid in to a different account please
ensure you have the details of the old bank account.
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Foreign Language Assistant Checklist
To complete the Foreign Language E-Form the following information will be required:
o Employee’s Name
o Date of birth
o NI Number if known
o Employee’s Address
o Effective Start Date
o Job Title
o Hours Per Week
o Fixed Term End Date