CH11 - Regrading · PDF fileCH11 - Regrading v20 Version 1.2 Page 1 of 27 Requests for regrading and the subsequent appointment process (assuming a successful application for regrade)

CH11 - Regrading

v20 Version 1.2 Page 1 of 27

Requests for regrading and the subsequent appointment

process (assuming a successful application for regrade)

involve the same process steps as for a new starter. This

guide covers all steps required including request, transfer,

commencement etc.

This guide covers the following process steps:

A. Request a regrade .......................................................................................... 1

1. Searching for Post Number/Job title ............................................................... 2

2. Funding and documents ................................................................................ 7

B. Approve or reject a staff request ................................................................... 8

3. Approving a Request .................................................................................... 9

4. Rejecting a Request ................................................................................... 10

C. Regrading ..................................................................................................... 11

D. Appoint transfer – within same department ................................................ 11

5. Allocate funding (Cost Allocations) ............................................................... 15

6. Source of Funds ......................................................................................... 17

E. Generate a new contract .............................................................................. 18

F. Update details (if relevant) ......................................................................... 20

G. Commence employee .................................................................................. 20

7. Set up allowances (if required) .................................................................... 21

Approve (or Reject) Salary/Allowances ........................................................... 24

A. Request a regrade

You should raise a staff request based on the existing post for a regrade. To comply with

the regrading procedure the staff request will need to be approved by the Departmental

Administrator unless otherwise agreed with the Reward Team, prior to grading.

Before creating the request you will need to know the Post Number and Job Title that

you wish to base the request on by looking at the record of the person in their current

post:

In the case of all successful regrading applications, the effective date of the regrading

will be the first of the month in which the regrading application was received by the

Reward team. The new contract should also be effective from this date.

What’s changed?

Cost allocation guidance has been updated for clarity Feb17

CH11 - Regrading


Searching for Post Number/Job title

Navigate to: Personnel > Maintenance > Personal Profile

Enter search criteria e.g. Personnel No or Name. Remember to select the All

radio button when searching for a previous employee. Click and

open the relevant employee record. The Personal Profile Maintenance window

opens.

Go to Select Detail box > Appointment Details. The Appointment Details

window opens.

Click on . The view appointment details screen opens.

Make a note of the post number.

CorePortal >Dashboards >Staff Request Dashboard >Launch Staff Requests

Click Search Existing Posts.

Enter the relevant post number into the

Post Number field and click

Alternatively you can search for the post

by title. Click on the LoV button in the Post Title field.

Alternatively you can search for the post by title. Click on the LoV button in the Post

Title field.

CH11 - Regrading


NOTE: When the results have been returned you can view the details of the post(s) including the name of the employee who is currently appointed to that post.

A new Staff Request window will open with fields pre-populated. Check that the correct post is shown in the blue box at the top of the screen.

Complete the remaining staff request fields as appropriate:

Field Name (* mandatory) Guidance

Manager Order No. This field is not currently in use.

Organisational Structure

thru to Department

Data populated from existing post, cannot be

changed.

Pay Administered by * Data populated from existing post, cannot be changed

unless the field is empty, in which case select

Department or Division as appropriate for the post. If

the populated details in this field are incorrect you will

need to create a Staff Request for a New Post (see

QRG: RQ1 Creating and approving a Staff Request) –

you will need to quote the existing post number within

the Additional Information field and explain that the

original post had incorrect details within the Pay

Administered By field.

Cost Centre * Data populated from existing post, change if required.

Should be the default GL cost centre for the

department/division selected in the department field

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/recruitingstaff/RQ1_Creating_a_Staff_Request_v2.2.pdf

CH11 - Regrading


above. Format will be AA00000000000 where AA is

the 2 digit department code. The coding string

includes Activity followed by Source of Funds with no

punctuation separators.

Location * Data populated from existing post, change if required.

This should be the normal work location for the post

and the default delivery address for payslips.

College Association Data populated from existing post, change if required.


Vacancy Type * Select the relevant Vacancy Type: - Academic

- Professional and Management - Research

- Support and Technical

Note: This is used to allocate where the advert for

this vacancy will appear on the University’s jobs and

vacancies web pages.

Position Type * This field is used to classify the staff request, and

advise the Reward Team of the urgency and nature of

the request.

Select Regrading

Vacancy Reason This field is not in use.

Replacing Employee This field is not in use.

Job Title *

Select the relevant job title, or closest match.

Note: The existing job title may have been created by

the migration process and may not be very accurate,

select a more appropriate generic title if appropriate.’

CH11 - Regrading


Job Description * Enter the actual job title (even if the same as above)

as used on the job description and advert.

Note: This field must be completed. If the actual title

is not yet known please enter the Job title in this field.

Category * Teaching only - where Sub Category is AT.

Research only - where the contract indicates

research only or where the primary activity is research

and teaching responsibilities make up less than 16%

of contracted time.

Teaching and research - where research and

teaching responsibilities exist, and the teaching

element is more than 16% of contracted time.

Not teaching and/or research – example roles:

Vice-Chancellor, Pro-Vice-Chancellor, Proctor.

Not an ‘academic’ contract – individuals who do not

fall into the categories above and who have one of the

following Sub Category codes: DA, DP, FP, HP, IP,LP,

MP, IT, TS, DO, RM, MG

Not applicable/not required - individuals who do

not fall into the categories above and who have one of

the following Sub Category codes: DC, DS, FA, LA,

MA, MI, SB, SC, SE, SG, SH, SK, SL, SM, SO, SP, SR,

SS

Note: This field is used for statutory reporting

and is especially important for HESA and REF

exercises. Full guidance notes can be found on the

HR Information team website.

Sub Category * Data populated from existing post, change if required.

It is important that the correct staff

classification is selected. Full guidance notes can

be found on the Personnel Services website. This

field must be completed to prevent failure of

interfaces to other systems.

http://www.admin.ox.ac.uk/personnel/hrinfoteam/

CH11 - Regrading



Request Date * Enter today’s date.

Planned Start Date * Enter the first of the current month.

Planned End Date * Enter the planned end date if fixed term.

Contract Duration * Enter the contract duration if fixed term.

Employee status * Select the relevant employee status:

o Permanent

o Open Ended Externally Funded

o Fixed term

o Variable Hours Employee

o Self-Financing

Note: Open Ended Externally Funded can only be

given to Academic-Related staff.

Sub Status * Select the relevant sub status e.g. Full Time, Part

Time, Term Time, Variable Hours.

Reporting To This field is not in use.

Hours * Enter the relevant weekly hours, e.g. 37.5 or 0 for

variable hours posts

Weeks

(term-time employees

only)

Enter the number of weeks the employee works per

year inclusive of holiday entitlement. E.g. if the

employee works 38 weeks per year and is entitled to

4 weeks holiday, enter 42 weeks.

NB: only applicable to term time employees who are

paid the same amount each month.

FTE * Enter the FTE, e.g. 1 for full time, 0.5 for half-time or

0 for variable hours posts.

Note: The existing FTE may have been created by the

migration process and therefore could be lower than

the approved head count for this post - update as

appropriate.’

Positions Required * 1 for regrading

Additional Information Enter any additional information as required. E.g.

regrade request for xxx and the date on which the

new duties commenced.

Check you have completed all mandatory fields highlighted by * above.

Click . The system will confirm the request has been saved. Click .

The screen will refresh and additional sections will appear at the end of the

request.

CH11 - Regrading


Funding and documents

Assign Cost Allocations: Specific cost allocations where known should be

selected or the defaults entered. Multiple lines should be completed for posts which will have split funding allocations. The total must add up to 100%.

Specifically:

Field Name Guidance

Cost Centre (For each line entered)

If the salary is being paid from a project, select or enter

‘CCPROJ’.

If the salary is being paid from a GL cost centre, select/enter

the relevant GL code in the format AA999999999 where AA is

the 2 digit department code. See row 1 in the example below.

Project (For each line entered)

If you have already entered a GL code, leave this field blank.

If the salary is being paid from a project, select the relevant

Project Code in the format AAXXXXXX.0000 where AA is the 2

digit department code. Take care to check the correct code has

been selected. See row 2 in the example below.

Expense This field is not in use

Date From Enter start date of costing (should be the same as the planned

start date).

Date To Enter the planned end date if applicable.

Percentage Enter 100% unless the post is going to be split over several

cost centres.

Staff Request Documents: Attach Job Description, Business Case, Organisation

Chart, etc., as applicable to the post/ type of request. Click on to browse and

locate existing documents. Upload each document individually.

Click .

NOTE: Always ensure that you are using the current version of the job

description and other templates. The latest versions can be found on the

Personnel Services website under ‘Templates and Forms’.

CH11 - Regrading


Funding Details: Select the Funding

Source (external or internal funding). Enter the Funding Source Detail (for externally funded posts).

Assign Approver: Select the appropriate Approver for this request from the list.

Note: Divisional and Department Approvers are in the same list. Click .

Check your work and make any edits. Click , when you are ready to submit the request for approval.

NOTE: You cannot edit a Staff Request after you submitted it, unless it is

subsequently ‘rejected with edit’ by your approver.

Close Staff Request window. Exit from CorePortal (Logout).

NOTE: Staff requests based on existing posts can take up to 2-3 working days

to be processed by the reward team and 10 working days for staff requests

based on a new post.

NEXT STEPS: If you are the Department Approver refer to QRG: RQ1 Creating and

approving a Staff Request) Otherwise, await email confirmation that the post has been

setup. You can check the status of the request at: CorePortal > Dashboards >

Staff Request Dashboard > Launch Staff Requests.

B. Approve or reject a staff request

In order for a staff request to be submitted to the Reward Team for creation of a post

and appointment, the request must be approved – by a departmental approver, or

divisional approver (depending on protocol requirements).

In accordance with the Regrading procedure, requests for Grade 10 posts to be regraded

must be approved at a divisional level, whilst all other requests can be approved within

the department.

If a staff request cannot be approved then the Approver must reject it. Depending on the

reason for the rejection the request can be:

Rejected with edits – in which case the requestor will be able to update the staff

request and resubmit once the rejection comments have been reviewed and acted

upon. E.g. where further detail needs to be added to the business case.



CH11 - Regrading


Note: It is not possible for Approvers to edit a staff request directly and then

approve it. Edits must be made by the requestor and resubmitted for

approval.

Rejected - the request and rejection comments can be viewed by the requestor, but

the request cannot be updated or resubmitted. E.g. where funds are not available as

hoped.

CorePortal > Dashboards > Staff Request Dashboard > Launch Staff Requests

All staff requests awaiting approval will be displayed in the My Approvals

section.

Click My Outstanding. All staff requests awaiting

your approval will be displayed in the main screen.

Click the icon under ‘Actions’ to approve or reject the request.

Check the details of the request carefully. To view attached documents, click the

icon to the right of the attachment.

Approving a Request

To approve the staff request click the button. The Approve Request screen will open:

CH11 - Regrading


Enter Comments eg ‘Approved by [enter approving body] on [enter date]. Protocol number [enter].

Note: The comments you add will be viewable by anyone who has security

access to view the staff requests for your department or division.

Click the button.

Close Staff Request window. Exit all windows back to the Personnel main screen.

Rejecting a Request

To reject the request click the button. The Reject Request screen will open:

Enter Rejection Reason e.g. further detail needed in business case.

Enter Comments e.g. Request rejected by xxx approving body on x date.

Note: As above, the comments you add will be viewable by anyone who has

security access to view the staff requests for your department or division.

CH11 - Regrading


If you do not wish the staff request to be available to edit and resubmit, untick the Allow Edit tick box.

Click the button.

Close Staff Request window. Exit all windows back to the Personnel main screen.

NEXT STEPS:

Approved staff requests are automatically passed to the Reward Team within CoreHR.

The approver will be notified when the new post/appointment has been set up.

C. Regrading

The regrading evaluation is undertaken off-system by the Reward Team. Where a

regrading is unsuccessful feedback will be provided to the department/division (as

appropriate) and the Reward Team will put the request on-hold for 30 days pending an

appeal. After 30 days the request will be rejected.

If the regrading application is rejected no further action in the system is required.

Where the regrading application is successful you will receive an email notification

containing the new post number, after which you should proceed through the following

stages:

D. Appoint transfer – within same department

Before you begin, identify and make a note of the Post Number and

Employee Number as you will need these during the process.


Employee Search window opens:

Click the button. The Applicants/Posts window opens.

CH11 - Regrading


Select the Posts tab and enter the new Post Number.

Click .The system displays the relevant Post.

Click the button (to the right) of the post. The New Appointment Search

window opens:

Use the Search criteria to locate the existing employee. Enter the employee’s

Name.

Click .

Locate the relevant employee in the list. Click the button (to the right of

the employee record).

The Appoint Existing Person window opens:

To view the current appointment, e.g. to check existing hours; click View

Appointment [A] to open the View current appointment window.

Click to close the appointment details.

CH11 - Regrading


Tick the Checkbox: Select Appointment [B] against the appointment they are

transferring from.

Ensure that Replace An Existing Appointment [C] is selected (this option is

selected by default).

Select Replacement Type: Appoint Person [D] and click . The Post Details

screen opens:

Complete/check details as below:

Field Name (* mandatory) Description

Start Date * Enter the first of the month in which the regrading

application was received by the Reward team regardless

of the date you are processing the appointment. See

appendix regarding compensation payments if

applicable.

NB: If the start date is later than the effective date

entered on the staff request you will need to update the

‘Current Post End Date’ field on the previous

appointment to the day before the new appointment

begins.

Target End Date * Enter if applicable e.g. for fixed term post.

Cost Centre * Should be the departmental default. Format will be

AA00000000000 where AA is the 2 digit department

code. The coding string includes Activity followed by

Source of Funds with no punctuation separators

Project Code Leave blank. You should not enter any information in

this field on the appointment.

Job Category Do not use.

Job Title * Check/select this from the generic list.

Job text * Click the button and enter the actual job title (case

sensitive).

Note: the actual job title will appear in the template

documents, such as the conditional offer/contract letter.

Employee Status * Check/select relevant e.g. Permanent, Fixed term.

Sub Status * Select relevant, e.g. Full-Time, Part-Time.

Category * Check/update if necessary.

Sub Category * Check/update if necessary. It is important that the

correct staff classification is selected. Full guidance

notes can be found on the Personnel Services website.

CH11 - Regrading


Hours * Enter, e.g. 37.5

FTE Hours * Select the relevant hours e.g. 37.5 Note: when you tab

or click out of the hours field, the system will

automatically update the FTE%.

FTE * Check as expected and update Hours if necessary to

correct.

FTE% * Check as expected and update Hours if necessary to

correct.

Weeks

(term-time employees

only)

Enter the number of weeks the employee works per

year inclusive of holiday entitlement. E.g. if the

employee works 38 weeks per year and is entitled to 4

weeks holiday, enter 42 weeks.

NB: only applicable to term time employees who are

paid the same amount each month.

FTE Weeks Check this is as expected based on the value you have

entered in the Weeks field. Should be the same.

Action * Select Change in Grade.

Reason Code * Select Re-grading (Grade Increase)/ Grade Decrease/

Ad Hominem as appropriate.

Comments Enter regrade and note the date of effect for the pay

change, i.e. the date the enhanced duties commenced.

Check details are correct and update any of the following fields if required:

CH11 - Regrading



Pay Group * Check pay group is correct. If it is not correct, contact

HRIS support.

Point * Check/update the salary scale point as required, taking

into account any incremental progression due.

Multiplier * Check as expected. If it is not, click Previous, and

correct Hours.

Increment Due Date Update as required.

Comments * Enter comments if required relevant to the increment

due date.

Salary Comments * Enter notes for the Approver/ Payroll, eg regrade, and

note the date of effect for the pay change, i.e. the

date the enhanced duties commenced, and any

incremental progression due during that period. For

example: ‘Regrade to grade 6.4 with effect from 1 May

2015, with automatic progression to 6.5 on 1 Oct

2015’.

NOTE: Payroll will use the date provided here to

calculate any back pay owed. See appendix.

Click . You are returned to the Appointment Details window.

Allocate funding (Cost Allocations)

Click button – Post Appt Main window opens.

Go to Selection > Cost Allocation – Cost Allocations window opens.

If there is already a cost allocation, click to update if required.

Note: The Cost Allocation Start Date will be populated from the planned

start date, if that does not match the appointment start date Delete the

current entry then Add a new entry with the correct Start Date.

Complete details as below:


Start Date * Enter the start date for the new cost allocation.

CH11 - Regrading


End Date * Enter the end date if relevant.

% * Enter %, e.g. 100, 50.

Note: allocation may be split between more than one

Cost Centre, but the total allocation must add up to

100%, even where the FTE is less than 1.

Cost Centre * (For each line entered)

If the salary is being paid from a project, select or

enter ‘CCPROJ’.

If the salary is being paid from a GL cost centre,

select/enter the relevant GL code in the format


code. See row 1 in the example below.

Project Code * (For each line entered)

If you have already entered a GL code, leave this field

blank.

If the salary is being paid from a project, select the

relevant Project Code in the format AAXXXXXX.0000

where AA is the 2 digit department code. Take care to

check the correct code has been selected. See row 2

in the example below.

Expense Do not use

Notes:

You can type the cost centre straight in, but it must be in upper case.

Always use the search function when entering a project code(s)

When searching, the name/description is displayed in the first column in the

search results; scroll right to view the codes.

Examples

If you have entered a GL code in the cost allocation screen it should look like row 1.

If you have entered a project code in the cost allocation screen, it should look like row 2.

CH11 - Regrading


NB: When you add a Project code and click on ok the screen jumps to an

‘Expense’ field . This field is not being used.

Use the scroll bar at the bottom of the screen to view the cost allocations you

have recorded.

Click then . You are returned to the Cost Allocations

window.

Click . You are returned to the Post Appointment Maintenance window.

Source of Funds

Where the costing information does not reflect the source of funds,

additional information must be provided to enable the HR Information

team to define the HESA source of funds.

E.g. where a suspense code is being used whilst awaiting a ‘true’ cost centre

to be set up, or where a GL code is being used to administer externally funded

appointments.

Go to Selection box > User Data. The User Maintenance window opens

Click to display User Defined Field List of Values.

Select Appt: Source of Funding

CH11 - Regrading


Click .

Complete details as below:


Date From* Enter the start date of the appointment.

Date To Leave blank

Comments 1 – 4 Enter details as applicable

Click then . You are returned to the User Maintenance

window.

Click . You are returned to the Post Appointment Maintenance window. Exit all windows back to the Personnel main screen.

E. Generate a new contract

It is important that you select the correct contract template depending on the type of

post.

Note: Currently academic contracts, departmental lecturer contracts, and

casual engagement letters are not generated through CoreHR.

1. Search for the relevant employee record and go to Select Detail box >

Appointment Details. The Appointment Details window opens.

CH11 - Regrading


2. If relevant, click into the Post Number to ensure the correct appointment is

highlighted.

3. Click on the button. The Post Appointment Maintenance window

opens.

4. Go to Tools > Letters.

5. The Generate Letters Module window opens:

6. Select Letter Group: Post Appointments

7. Select Letter Type: relevant contract type

8. Options will default to ‘Perform Mail Merge’ and must not be changed

9. Ensure current record is selected and click .

10. Choose ‘Open’ for prompts to appear

11. If you can’t see the prompt questions,

minimise all screens to find prompt box

12. The Word document will open.

13. If the message below appears at the top of the page click on Enable Content

14. Save the document in a secure location and Exit to return to CoreHR.

CH11 - Regrading


15. Close the window in your browser.

16. The system displays a message: ‘Did the letter print successfully?’ Click

17. If you receive the message below, select ‘No’.

If the document is saved as a .docx you will not see the above Security Warning

message when reopening a saved document.

NEXT STEPS: Having generated the contract it must be signed by an appropriately

authorised signatory within your department before being sent to the individual. To track

the contract you should update the relevant part of the Appointment User Data once the

letter has been signed and returned by the individual. See QRG: PANS0 Pre-arrival

and New Starter guide for details.

F. Update details (if relevant)

Depending on the new grade there are a number of areas which may need to be checked

and/or updated. Refer to the relevant section in QRG: PANS0 Pre-arrival and New

Starter guide:

Pension arrangements Section H

Qualifications Section I

NHS contract details Section J

White book details Section F

G. Commence employee

As a final stage before the change is communicated to payroll, it is necessary to

‘commence’ their appointment within Core Personnel.

CH11 - Regrading


Search for the employee record and go to Select Detail box > Appointment

Details.

Click into the Post Number to ensure the correct appointment is highlighted.

Click the button. The Post Appointment Maintenance window

opens.

Go to Selection box > Commence Appointment.

Enter the effective date that you entered when appointing the employee into the

new post.

Click . Click then .

Finally, go to Selection box > View Position History to check that the salary

details are all as expected.

Note: If the salary has not been set up correctly, the salary line will need to

be rejected by the department pay approver and re-entered. Refer to QRG:

CH5_Change: Pay for guidance.

Set up allowances (if required)

Where allowances (e.g. for callout, clothing, etc.) are required they will need to be set

up and approved within the CoreHR system. Approvers should refer to Section F or

QRG: FD5_Approve/Reject Salary/Allowances for guidance on approving.

Note: Off-system approval for certain allowances (see the Allowance Guide document for

more details) must continue to be sought from the Reward Team before they are set up

in the CoreHR system.

NOTE: An Appointment must have a status of Commenced before

Allowances may be set up.


If already in the Post Appointment Maintenance window go to step 4, if not, enter search criteria e.g. Name (Surname followed by first initial) or Personnel No,

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH5_Manage_Changes__Pay_no_appnt_impact.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH5_Manage_Changes__Pay_no_appnt_impact.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/FD5_Approve_or_Reject_Salary_Allowances_v2.2.pdf

CH11 - Regrading


click and open the relevant employee record. The Personal Profile Maintenance window opens:

Go to Select Detail box > Appointment Details. The Appointment Details window opens.

If relevant, click into the Post Number to

ensure the correct appointment is

highlighted. Click the

button. The Post Appointment Maintenance

window opens.

Go to Selection > Amend Pay Rate.

The Add Salary and Allowance window opens:

To set up a new allowance, set the Effective Date [A] to the date the new allowance is to be paid from.

Click the checkbox Allowances Only [B]

CH11 - Regrading


Click the button [C]. The Add Allowance window opens:

Complete the Allowance Details screen as below.

For fields marked ■ below - depending on the allowance selected either Scale

Point, Percentage or Value will be used. See the Allowance Guide for more

information.


Allowance * Select the relevant value from the list, e.g. Standby

and call out pay cash.

Start Date * Check the start date was entered correctly -

effective date entered earlier.

End Date *

Enter the end date if required.

Note: if the end date is left blank, payment will be

paid continually.

Scale Point ■ If relevant, select Scale point, this will relate to a

rate table.

Percentage ■ If relevant, enter % to be applied.

Value ■ If relevant, enter the value of the allowance, e.g.,

200 for a £200 per month allowance.

Press tab - the system will automatically calculate

the annualised value.

Note: Most allowances are paid in full, i.e. the

amount entered will not be prorated to take account

of FTE, ensure value entered takes account of FTE

and salary multiplier.

Cost Centre * If the salary is being paid from a project, select or

enter ‘CCPROJ’.

If the salary is being paid from a GL cost centre,

select/enter the relevant GL code in the format


code. See row 1 in the example below.

Project * If you have already entered a GL code, leave this

field blank.

If the salary is being paid from a project, select the

relevant Project Code in the format AAXXXXXX.0000

where AA is the 2 digit department code. Take care

to check the correct code has been selected. See

row 2 in the example below.

Expense Leave blank - this field is not used by the University.

CH11 - Regrading


Reason * Select the relevant reason code, e.g. Allowance

Awarded.

Comments* Enter comments as applicable referring to the table

in Appendix A in QRG: CH4_New and changes to

permanent allowances.

Reference No longer in use. References entered previously will

still be displayed.

Click . The Add Allowances window closes. Multiple allowances

can be added at this time if required.

Click . The system will ask if you are sure you want to add this

salary amendment. Click .

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.

Exit all windows back to the Personnel main screen.

NEXT STEPS: Unless you were able to approve the allowance, the allowance will now

appear in your approver’s list for approval.

Approve (or Reject) Salary/Allowances

All salary and allowance additions and changes must be approved within your

department before they are actioned by payroll.

NOTE: When a Salary Approver logs onto CoreHR, a message displays to

indicate if there are any Salary /Allowances awaiting approval.

Approve Salary Amendments? Click on the link to go directly to the Maintain

Approvals window. Alternatively, navigate as below.

Personnel>Maintenance>Salary Administration> Maintain Salary Approvals

The Maintain Approvals window defaults to My Approval Items.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH4_New_and_Changes_to_Permanent_Allowances.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/duringemploymentreward/CH4_New_and_Changes_to_Permanent_Allowances.pdf

CH11 - Regrading


The list of items awaiting approval includes:

Salary Approvals and Allowances (if set up at the same time)

Allowances only (indicated by the tick box Allowances Only)

Select the relevant employee entry and click the button (or reject).

The Approve Salary Amendments window opens:

CH11 - Regrading


Note: The name of the employee and their personnel number are shown in

the header [A].

The Approve Salary Amendment window is divided into two sections:

Current Salary Allowances [B]. The Total Salary (including Allowances) field for

a new starter is normally zero.

New Salary/Allowances [C].

Check the New Salary/Allowances data is correct:


Effective date * Date new rate of pay expected to start from.

Pay scale * Grade.

Point * Point on grade.

Rate of Pay * FTE salary associated with the grade and point.

Multiplier * Value used to calculate the actual salary to be paid.

Normally relates to FTE, but may be adjusted to allow

for half-pay or no-pay situations.

Actual Pay * Actual salary once multiplier has been taken into

account.

Reason * Reason for the change in salary.

Salary comments * Note for salary approver.

Allowance * Name of allowance.

Allowance type * Variable value, Scaled or Variable Percentage as

appropriate for the specific allowance.

Scale point/percentage * Either scale or percentage depending on the

allowances type.

Value * Generally £s, but could be days or hours.

Annual Value * Value multiplied up to annual equivalent, assuming it is

continued for that long.

Start date * Start date for the allowance.

End date * End date for the allowance.

Reason * Reason for the change in allowances.

If required, click the button to see more details of the costings related to an allowance.

CH11 - Regrading


Add any approval notes or reason for rejection in Comments [D].

Note: If you have rejected a salary or allowance it is important to make

separate contact with full details to notify the requestor of the reason for the

rejection as this will not be visible to them in CoreHR.

Click . A message appears asking you if you are sure you want to

approve/ reject this salary amendment. Click . The Approve Salary

Amendments window closes.

Exit all windows back to the Personnel main screen.

NEXT STEPS: For direct appoints only you should give your new starter a

Diversity & Equal Opportunities Staff Starter Survey Form. You should impress on

them the importance of providing this information.

You should also provide your new starter with a Pension Form. In the first few weeks

the new starter will probably undergo some induction training. Refer to QRG:

IP1_Record Induction for guidance.

Useful Reports: To help track new appointments don’t forget to regularly

run:

PERDEP20 Monthly Personnel changes

HRINFO01_Data Quality Validation

If required, white book data can be extracted via:

PERDEP09_Academic Staff Listing (Whitebook)

Appendix: Lump sum payments to compensate staff operating at a higher grade

Departments may, if they deem it appropriate, make a non-pensionable lump sum

payment to compensate staff for working at the higher grade. This lump sum can equate

to the value of the difference in salary for up to 12 months. This should be

communicated to Payroll via the salary comments and will show on your payroll costing

report against the pay element “regrading”.

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/newstarter/IP1_Record_Induction_v2.1.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/personnel/documents/corehr/processesuserguides/newstarter/IP1_Record_Induction_v2.1.pdf

http://www.admin.ox.ac.uk/personnel/usinghris/reporting/personnel/perdep20monthlypersonnelchanges/

http://www.admin.ox.ac.uk/personnel/usinghris/reporting/personnel/hrinfo01dataqualityvalidation/#d.en.201056

https://www1.admin.ox.ac.uk/personnel/corehr/reporting/personnel/perdep09academicstafflistingwhitebook/