Manage Changes: Maternity, Paternity or Adoption Leave

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Manage Changes: Maternity, Paternity or Adoption Leave An employee s appointment should be amended to reflect the start/return dates for maternity, adoption or ordinary/additional paternity leave, as

1 Manage Changes: Maternity, Paternity or Adoption Leave An employee s appointment should be amended to reflect the start/return dates for maternity, adoption or ordinary/additional paternity leave, as well as any changes to the dates. In addition, various documentation should be tracked as it is passed to payroll. This guide is split into five sections: What s Changed? 1. p6: Section D note this is for maternity & adoption only. (15/7/13) 2. p7,8,9: Section E addition of guidance for paying SMP only (17/7/14) A. Start of leave B. Tracking documents C. Return from leave D. Amend pay details (on return) E. Managing leavers/end of contract during maternity leave Note: Pay details should only be changed on return from the leave. Refer to Personnel Services website for information and guidance on maternity, paternity and adoption entitlements. For unpaid parental leave please follow QRG Changes: Unpaid Leave (CH22) instead of this guide. A: Start of leave: amend appointment with dates Navigate to: Personnel > Maintenance > Personal Profile Note: Where the employee has multiple appointments the changes below must be made on all appointments. 1. Enter search criteria e.g. Name (Surname followed by first initial) or Personnel No, click and open the relevant employee record. The Personal Profile Maintenance window opens: 2. Go to Select Detail box > Appointment Details. The Appointment Details window opens. 3. If relevant, click into the Post Number to ensure the correct appointment is highlighted. Note: For Fixed Term appointments, click current Target End Date. and make a note of the CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 1 of 9

2 4. Click the button. The Amend Appointment Details window opens: 5. Enter the appointment change details: Field Name Effective Date Target End Date Job Category Action Reason Code Comments Description Enter the date that the change will take place. For fixed term posts, reapply the current target end date (noted previously), to confirm it is still correct. leave blank Enter the relevant action e.g. Maternity [or Paternity or Adoption]. Enter the relevant reason code e.g. Maternity Leave Start Enter any relevant comments. 6. Click. The Amend Appointment Details window closes. 7. A message confirms that changes have been made. Click to return back to the Appointment Details window. Note: Payroll must be notified by or phone if payslips are to be sent to an address other than the Location address, e.g. home address, during the leave period. B: Tracking documents Note: Where the employee has multiple appointments, documentation is only required once. It is recommended that the department with the Primary appointment manages and logs the documents as below. 1. Click the button. CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 2 of 9

2. Go to Selection box > User Data. The User Maintenance window opens. 3. Click to display User Defined Field List of Values. 4. Select Appt: Mat Adoption & Paternity forms. 5. Click. A 6.

3 2. Go to Selection box > User Data. The User Maintenance window opens. 3. Click to display User Defined Field List of Values. 4. Select Appt: Mat Adoption & Paternity forms. 5. Click. A 6. Enter the Date From date the form is being logged [A]. The User Data window allows for the logging of two different forms to be sent to payroll at different times: For maternity: Form 1 MATB1, Form 2 Maternity payroll leave form; For paternity: Form 1 Paternity plan, Form 2 - Paternity payroll leave form. 7. Complete the relevant details: Field Name Type of form 1 Date sent Type of form 2 Date sent Description Select the relevant form. Enter the date the form was sent to Payroll. Select the relevant form. Enter the date the form was sent to Payroll. 8. Click, then click. Exit all windows back to the Personnel main screen. CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 3 of 9

4 Note: Changing start dates (if required) Having amended the appointment with the start date (as section A above), if the start (Effective date) of the leave needs to be changed, this should be done as follows: 1. Where the start date is to be later than originally planned: Amend the appointment with the new effective date (as section A above) and change the reason code to reflect the change. Eg. Maternity Leave Dates Change. 2. Where the start date is to be earlier than originally planned: Contact support to amend the date of the original change for you. C: End of leave: amend appointment If necessary, you may also have to amend hours/fte if the employee is returning part-time. Note: Where the employee has multiple appointments the changes below must be made on all appointments. 1. Enter search criteria e.g. Name (Surname followed by first initial) or Personnel No, click and open the relevant employee record. The Personal Profile Maintenance window opens: 2. Go to Select Detail box > Appointment Details. The Appointment Details window opens. 3. If relevant, click into the Post Number to ensure the correct appointment is highlighted. Note: For Fixed Term appointments, click current Target End Date. and make a note of the 4. Click the button. The Amend Appointment Details window opens: CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 4 of 9

5. Enter the appointment change details: Field Name Effective Date Target End Date Job Category Sub status Hours * FTE Hours * Action Reason Code Comments Description Enter the date that the change

5 5. Enter the appointment change details: Field Name Effective Date Target End Date Job Category Sub status Hours * FTE Hours * Action Reason Code Comments Description Enter the date that the change will take place. For fixed term posts, reapply the current target end date (noted previously), to confirm it is still correct. TUPE transfers only. Select TUPE from the LoV If required, amend as appropriate, e.g. part-time, term-time only. If required, update the Hours that will be worked per week e.g Ensure FTE Hours are set to represent normal full time hours for a full time equivalent. (1) If returning with no changes to hours enter the relevant action e.g. Maternity [or Paternity or Adoption]. (2) If returning AND changing hours enter relevant action, e.g. Hours Decreased. Select Maternity Leave Return [or Paternity or Adoption]. Enter any relevant comments. 6. Click. The Amend Appointment Details window closes. 7. A message confirms that changes have been made. Click to return back to the Appointment Details window. CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 5 of 9

Note: Changing return dates (if required) Having amended the appointment with the return date (as above), if the return (Effective date) later needs to be changed, this should be done as follows: 1.

6 Note: Changing return dates (if required) Having amended the appointment with the return date (as above), if the return (Effective date) later needs to be changed, this should be done as follows: 1. Where the return date is to be later than originally planned: Amend the appointment with the new effective date (as above). Do not change the reason code. Then contact Payroll to ensure the pay changes at the revised date. 2. Where the return date is to be earlier than originally planned: Contact support to amend the date of the original change for you. Then follow Section D below to amend the pay D: End of leave: amend pay details (mat/adoption leave only) When recording a return from leave you will also need to amend their pay details as below. Even if the pay is not being changed it is essential that this section is completed and the appropriate reason is selected and saved. The returning employee may not get paid if this step is not done. 1. Click the button. The Post Appointment Maintenance window opens. 2. Go to Selection > Amend Pay Rate. CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 6 of 9

7 3. Update the employee s pay record: Field Name (* mandatory) Effective Date * Multiplier * Actual Pay Reason * Comments * Description Return date. If necessary, change back to previous e.g. 1 for a full time post. Will reflect salary to be paid, check it is as expected. Select Maternity Leave Return [or Adoption]. Enter comments to explain why the pay change has been made. This will be visible to the pay approver and payroll. Note: If hours were also changed note also changed hours on return from maternity here. 4. Click. The Add Salary Amendment window closes. 5. Click. The system will ask if you are sure you want to add this salary amendment. Click. 6. The Maintain HR Salary Amendments window opens. 7. If you have Salary Approval access and it is appropriate to do so you can approve the salary and/or allowance change straight away. E: Managing leavers/end of contract during maternity leave If an employee resigns whilst on maternity leave please contact your Payroll Officer before taking any action as the action required will vary depending upon the individual circumstances. If an individual s fixed term contract ends whilst they are on maternity leave we must continue to pay Statutory Maternity Pay (SMP) until their full entitlement has been paid. However, to ensure they do not receive any further salary payments you need to update their appointment and zero the pay. It is essential that you do not end the appointment at this stage as we will not be able to pay the remaining SMP (and pension contributions where applicable). Note: Where the employee has multiple appointments check the end dates of any other fixed term contracts and follows these steps for all applicable appointments (you may need to liaise with other departments to do this). 1. Contact your Payroll Officer to find out when SMP will end. Navigate to: Personnel > Maintenance > Personal Profile 2. Enter search criteria e.g. Name (Surname followed by first initial) or Personnel No, click and open the relevant employee record. The Personal Profile Maintenance window opens: 3. To amend the appointment go to Select Detail box > Appointment Details. The Appointment Details window opens. CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 7 of 9

8 4. Click the button. The Amend Appointment Details window opens: 5. Enter the appointment change details: Field Name Description Effective Date Enter the day after the contract end date. E.g. contract end date = 31/7/14 effective date = 1/8/14 Hours Change to 0 FTE Change to 0 Action Enter the relevant action e.g. Maternity Reason Code Enter Maternity Leaver SMP only Comments Enter any relevant comments. 6. Click. The Amend Appointment Details window closes. 7. A message confirms that changes have been made. Click to return back to the Appointment Details window. 8. Click the button. The Post Appointment Maintenance window opens. 9. Go to Selection > Amend Pay Rate. 10. Update the employee s pay record: Field Name (* mandatory) Description Effective Date * The same as the effective date of the appointment change i.e. the day after the contract end date. Multiplier * 0 Actual Pay Scaled salaries will update to 0.00 automatically. If on a personal pay rate you will need to enter 0.00 manually. Reason * Select Maternity Leaver SMP only Comments * Enter comments to explain that the employee has left but SMP still needs to be paid. CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 8 of 9

11. Click. The Add Salary Amendment window closes. 12. Click. The system will ask if you are sure you want to add this salary amendment. Click. 13. The Maintain HR Salary Amendments window opens.

9 11. Click. The Add Salary Amendment window closes. 12. Click. The system will ask if you are sure you want to add this salary amendment. Click. 13. The Maintain HR Salary Amendments window opens. If you have Salary Approval access and it is appropriate to do so you can approve the salary and/or allowance change straight away. 14. If the employee is entitled to holiday or redundancy pay, notify your Payroll Officer. Once the SMP has ended you need to end the appointment. The Effective Date will be the SMP end date (last paid date). Refer to QRG EA1: End Appointments - Leaving University or EA2: End one of Multiple Appointments as relevant to end the appointment(s). Useful Reports To help track leave and monitor appointment changes don t forget to regularly run: PERDEP20_Monthly Personnel Changes PERDEP45_Employee Absence CH10_Manage Changes_ Maternity, Paternity or Adoption v2.10.docx Page 9 of 9

Setting up a Casual Teaching Appointment

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