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
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Change for Payroll team
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Changes for departments
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Second level salary approvals
Page 3
Payroll go live – further stages
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End of November into December
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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)
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Golden rules:
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Commence the appointment to generate the salary approval
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Approve before the admin cut off date
Future actions
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Future commencing appointments – only in the current payroll
month (at the moment!)
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No need to future date contract extensions
Page 5
Appointing and commencing – what and
when? (2)
Transfers
Actual start date
Appoint
Commence
Appoint
Commence
Appoint
Commence
Page 6
What needs salary approval?
Salary approval
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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
No salary approval
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Funding changes
Contract extensions
Leavers
Changing personal data
Changing job title
Changing place of work
Maternity leave start
Ending allowance
Remember: check ‘next steps’ in the QRG
Page 7
Salary Changes and Approvals
 Rehires
 View
remain dormant
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?
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Staff requests
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Auto-notification email
 Sent to the staff request approver
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Salary approvals
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No email
 On screen prompt when you log in
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Rejected salaries
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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
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Terminology
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Description in Portal
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Search using wild cards use wildcards (%) around parts of the
cost centre you know e.g. %JX%
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Activate new codes with 1p journal
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Don’t backdate changes to cost allocations in Personnel
Oxford name (GL)
Oxford name (project)
Core field name
Cost centre
Project number
e.g. BK0000
e.g. BKRBDA0
Cost centre
Activity
Task
e.g. 00 (default)
e.g. 1
Project code
Source of funds
Award
e.g. 00/A1001 or 1/RBDA0
e.g. A1001
e.g. RBDA0
% split
% split
%
Funding end date
Funding end date
Effective Page
dates
22
Payslip address
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Home, Work (Location) or ADDLAB
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ADDLAB – alternative, non standard work address
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Default: Location
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Email Payroll to change
Page 23
Casuals
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All casual workers and casual teacher up to 12 weeks: casual
payroll form to Casual Payroll team
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Casual teachers more than 12 weeks: choose – form or on
system (use QRG PA3).
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New appointments for existing casuals: transfer, additional or
rehire?
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Ending the appointment
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As soon as possible
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Email Casual Payroll team
Coming soon
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auto-enrolment
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pay group 10 clean up
Page 24
Recent changes and reminders
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End of appointment payments (e.g. Holiday or redundancy
payment)
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NOT allowance
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Additional Instructions for Payroll (UDF)
Back dated regradings
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Only pay back dated NOT appointment and contract
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Use salary comments for pay effective date
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Work in real time – avoid the payroll admin cut off rush!
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Always use the relevant QRG
Page 25
Questions
Page 26