personnel services hr information systems (hris) using corehr personnel payroll go live roadshow
TRANSCRIPT
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
Page 22
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