CoreHR Payroll Go-Live Roadshow: Key Changes and Implementation Guidelines

1. HR Information Systems (HRIS) Using CoreHR PersonnelPayroll Go Live Roadshow

2. Introductions Anne Harkness Charles Morgan Caroline Beadle Esther North

3. Payroll go live – impact • Change for Payroll team • Changes for departments • Second level salary approvals

4. 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

5. 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

6. Appointing and commencing – what and when? (2) Transfers Actual start date Appoint Commence Appoint Commence Appoint Commence

7. What needs salary approval? 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 • Remember: check ‘next steps’ in the QRG

8. Salary Changes and Approvals • Rehires remain dormant • View Position History Screens • Second Level Approval • Mistakes and Fixes and Backdating Salary changes

9. Re-hires – Employee Search

10. Re-hires - Salary Approvals

11. View Position History Screens

12. Salary Details Button

13. Allowances

14. Allowances – Salary Details Button

15. Rate of Pay changes

16. Second Level Approval

17. Second Level Approval – New Starter

18. Mistakes and Fixes and Back dating

19. Mistakes and Fixes and Back dating

20. 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

21. 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

22. 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

23. Payslip address • Home, Work (Location) or ADDLAB • ADDLAB – alternative, non standard work address • Default: Location • Email Payroll to change

24. 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

25. 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

26. Questions