v20 Personnel HRIS Support Centre/ Personnel Services Personnel v20 Changes September 2015 Page 1 of 17

Transcription

1 HRIS Support Centre/ Personnel Services Personnel v20 Changes September 2015 Page 1 of 17

2 1. Select Detail and Selection menus (Maintenance and Enquiry) Continuous Service Address Maintenance Bank Details Exact Match Substantive Appointments Leavers Remove / Amend End Dates Weeks and FTE Weeks Allowances Comments field Pay Approvals...12 Other Changes Increment due dates for Rehires and New Appointments Next of Kin Amending Comments Only Allowance Corrections Gender Default for Direct Appointments Searching on Transfer Tabs Cost allocation start date...15 Appendices...15 Page 2 of 17

3 This document has been created for existing users of CoreHR. It highlights and explains the key differences in version 20, benefits to users and new processes. All QRGs have been updated accordingly. 1. Select Detail and Selection menus (Maintenance and Enquiry) Read Only users now have access to the Selection menu (as well as the Select Detail menu) Select Detail menu lists all person related items and the Selection menu includes appointment information under both the maintenance and enquiry menus See Appendix A for full details 2. Continuous Service Service Details screen has been replaced with Continuous Service, this includes: o Date employee originally started o Date employee s latest employment started (if they were rehired) o Continuous service duration o Continuous service date Shows the continuous service duration at the point in time for each ended appointment Lists and calculates all eligible appointments Based on appointments created in Core, (not migrated). There will be an exercise after go-live to look at the data for historic appointments TUPE Date will be updated by Data Services If you have reason to update the Override Dates contact the HRIS Support Centrefor guidance beforehand Example A Individual was appointed as an employee with effect from 2 July 2012 All appointments are eligible for continuous service There are no breaks in service Page 3 of 17

4 Example B Individual was appointed as a non-employee with effect from 1 December 2014 Appointed as an employee with effect from 2 February 2015 Only two appointments are eligible for continuous service Has a break in service between 1 May 30 June 2015 Page 4 of 17

5 3. Address Maintenance If an employee has a new Official Home Address, it should be recorded on the Address Maintenance screen All alternative addresses, e.g. term-time only addresses, should be recorded on the Address Maintenance screen The effective date of address changes are required Benefits Creates a history of address changes Easier to record different Address Types Page 5 of 17

6 Editing a mistake of the Official Home Addresses (shown on a driving license for example) should be recorded on the Personal Detail screen 4. Bank Details Fields are displayed slightly differently Refer only to the Payment Details tab Page 6 of 17

7 5. Exact Match All data items on the appointment record are now linked to an Appointment ID, e.g. cost allocation, salary, allowances, etc. Post No. and Sequence can still be viewed Each new Appointment ID represents a new contract issued to employee (a new row on the Appointment Details screen) Changes which result in a new Appointment ID (ie where an employee is transferring into a new appointment, within same or different departments), must be processed by the main payroll deadline of the current calendar month (usually 10 th ). If recording a new appointment after the main payroll deadline, the payroll officer will need to be informed. Benefits Easier to identify information about an employee at any point in time Report creation is far simpler Data records are much more robust Significant benefit to payroll and pension teams, expected to reduce payroll errors which in turn will benefit departments and divisions Page 7 of 17

8 6. Substantive Appointments Replaces the concept of Primary and Secondary appointments from v16 All employee records in CoreHR will have one substantive appointment at any one time To identify an employee s substantive appointment, refer to the Substantive Date column on the Appointment Details screen The Substantive Date refers to when the appointment became the substantive appointment, not when the employee started that appointment Where an employee has two appointments, and their substantive appointment is ending but they are retaining their non-substantive appointment, CoreHR will automatically make the remaining appointment the new substantive. Where multiple appointments exist, Core uses the following criteria (in this priority order) to determine which is the substantive: o highest appointment FTE, o effective date, o date input Doesn t have any significant impact on how departments process data Benefits No longer have to promote the secondary appointment when ending a primary appointment. More efficient process Page 8 of 17

9 7. Leavers All departments end only their appointments (change from v16 where employee was leaving multiple appointments in different departments) Appointment UDF must be updated before appointment is ended for payments / deductions (eg holiday) A cost centre must be provided for the holiday pay in the Comments fields The P45 to go to? should be entered against the Substantive Appointment when the appointment is being ended. This is very important for the timing of payroll reports being run Refer to Appendix B for full details for different scenarios Benefits If employee has multiple appointments and is leaving the substantive appointment, the new substantive appointment will retain the Target End Date, Action and Reason data (a new sequence isn t created) Location After Leaving is now easier to record where multiple appointments exist Page 9 of 17

10 8. Remove / Amend End Dates If employee is made a leaver incorrectly or with an incorrect date, you are able to remove / amend the date accordingly If the leaver has been processed through payroll and a P45 has been generated this option won t appear in the Selection menu Can be used up to the supplementary deadline, however if the change is made on the day of the deadline the payroll officer must be made aware Benefits More flexibility if data errors are made or contracts are extended at short notice. 9. Weeks and FTE Weeks Designed for term-time only employees who are paid the same salary each month throughout the year Weeks field should contain the number of weeks the employees works per year inclusive of holiday entitlement - E.g. if employee works 38 weeks per year and is entitled to 4 weeks holiday, you must enter 42 Weeks Page 10 of 17

11 Holiday Entitlement calculator is available on Personnel Services website The FTE should match the multiplier for all records Payroll Officers will review the FTE and Multiplier for all records which have a Term-Time Only Sub Status on their appointment For non term-time employees the Weeks field should be 52 or can be left blank If the term-time only employee is paid a different salary for each month of the year this should be managed following the same advice currently used for v Allowances Comments field Comments field has been added to Add Allowance Details screen, this should be populated according to the following: - Departments must enter a Reference number supplied by the Reward team, required for that type of allowance - If a miscellaneous allowance is being recorded for the purpose of split costing, full details of the actual allowance must be detailed - All relevant information should be included for the department and payroll approvers The QRG will have full details for each scenario Page 11 of 17

12 Benefits Able to record 200 characters in the new field Comments are still visible after payroll have approved the allowance Better visibility of types and reasons for allowances both centrally and within departments/divisions 11. Pay Approvals Oustanding approvals message Pay Approvers have a different link to approve outstanding pay changes when logging into v20. - To approve a pay change click the text Salary amendments are awaiting - To proceed to CoreHR menu (and ignore outstanding pay approvals) click Acknowledge (the link still exists if you want to approve later) Search by Department Pay Approvers who have access to multiple departments are able to filter their outstanding salaries / allowances by department Page 12 of 17

13 View Appointment on Pay Approval screen Pay Approvers are able to view the latest Appointment Sequence on the Pay Approval screen. Where multiple appointments exist, it will only show you the appointment relating to the pay change Benefits Pay Approvers don t need to navigate through to the employee s record to check appointment information when approving pay View Cost Allocations on Pay Approval screen Pay Approvers are able to view the Cost Allocation screen from the Maintain Approvals screen Pay Approvers should still click View to see the costings recorded for allowances (if they are different to salaries) Page 13 of 17

14 Benefits Pay Approvers don t need to navigate through the employee s record to check cost allocations when approving pay Other Changes 12. Increment due dates for Rehires and New Appointments Previously you were unable to record the increment due date on the appointing wizard for rehires and employees moving into a new appointment. This has been fixed in the new version. 13. Next of Kin Fields are displayed slightly differently Required to record effective date of address change Don t override the effective date if making a correction 14. Amending Comments Only v20 allows departments to make a correction to the Comments field when no other correction is required 15. Allowance Corrections If an allowance is entered incorrectly, you can now rerecord the allowance with the same effective date, regardless of the status of the allowance (eg if it s been paid) You must notify your Payroll Officer who will then amend the incorrect allowance in the Payroll module Page 14 of 17

15 16. Gender Default for Direct Appointments Gender defaults to Unknown on the appointing wizard (not male, as per v16) 17. Searching on Transfer Tabs On both the Transfer In and Transfer Out tabs, departments will need to run a search to find their applicants (in v16 the names were listed before searching) 18. Cost allocation start date Previously the start date on the Cost Allocation screen would match the planned start date on the staff request, even if the date the employee was appointed from changed. In v20 this date is updated correctly when the appointment is commenced Appendices Appendix A Select Detail and Selection menu amendments Select Detail menu Item Service Details Continuous Service Contact Details Other Details End Employment Address Maintenance Changes Removed: Replaced by Continuous Service New: Calculates continuous service for eligible appointments Changed: No longer used for alternative addresses Changed: Other Person Details New: Screen to end all appointments in one department New: Screen to record all address changes Appendix B Overview for Leavers Scenario A: Individual is leaving the University and has one appointment Process 1. Update Appointment UDF with any payment / deduction details including cost allocation details 2. Update Appointment UDF with P45 destination 3. End the Appointment Scenario B: Individual has multiple appointments in the same department and all of them will end on the same day Process To be completed in the following order: Page 15 of 17

16 Non-substantive appointment: 1. Update Appointment UDF with any payment / deduction details including cost allocation details 2. End the Appointment Substantive appointment: 3. Update Appointment UDF with any payment / deduction details including cost allocation details 4. Update Appointment UDF with P45 destination 5. End the Appointment Scenario C: Individual has multiple appointments in different departments and all of them will end on the same day Process Each department: Where possible we would recommend that non-substantive appointments are ended first Substantive department: 1. Update Appointment UDF with any payment / deduction details including cost allocation details 2. Update Appointment UDF with P45 destination. 3. End the Appointment Non-substantive department: 4. Update Appointment UDF with any payment / deduction details including cost allocation details 5. End the Appointment Note: The P45 to go to? should be entered against the substantive appointment at the point where it is being ended. Page 16 of 17

17 Scenario D: Employee has multiple appointments in the same department and is leaving one appointment Process 1. Update Appointment UDF with any payment / deduction details including cost allocation details 2. End the Appointment Scenario E: Employee has multiple appointments in different departments and is leaving one appointment Process 1. Update Appointment UDF with any payment / deduction details including cost allocation details 2. End the Appointment Page 17 of 17